simply secure IncaMail

Transcription

1 simply secure IncaMail Product description - Registered

2 Contents 1 Brief description Detailed description Procedure Delivery Selection of recipients Receipt One-off activation of «Registered receipt» Directories Acknowledgements Communication with Swiss authorities Legal effect... 7 Swiss Post 2 / 7

3 1 Brief description IncaMail, the electronic service of Swiss Post, is used by many companies today for securely and verifiably sending confidential business information such as pay slips, confidential data or account statements. The product is offered in integrated solutions by many partners worldwide. IncaMail is recognised as a secure delivery platform in Switzerland according to the Ordinance on Electronic Transmission for Civil and Criminal Trials and for Debt Collection and Bankruptcy Proceedings ( VeÜ-ZSSV for short). You can find out more about IncaMail at With the dispatch type Registered, confidential information can be electronically delivered verifiably and in encrypted form with IncaMail. The recipients activate the receipt of IncaMail Registered messages on a one-off basis and open the messages within a period of 7 days. Senders and recipients receive digitally signed acknowledgements in PDF format with which they can prove the transaction. The dispatch type Registered can be used in Switzerland for sending messages within the framework of the VeÜ-ZSSV. 2 Detailed description 2.1 Procedure No. Step 1 The customers send a Registered message (from business software, from the mail client, e.g. Outlook or web interface). When sending via web interface, they can select the recipient(s) in the Registered directory here. 2 As soon as the message has arrived in IncaMail, senders and recipients receive a delivery acknowledgement sent by normal . 3 IncaMail checks if the recipients have activated the receipt of Registered messages. If so, the message will be sent to the recipients. If not, the senders will be informed accordingly and the delivery cancelled. 4 The recipients receive the message in encrypted form and have the following options within a period of 7 days: - Accept message: They open the message, confirm the acceptance (click on «Accept») and can therefore read the message. - Refuse acceptance: They actively refuse to accept the message (click on «Refuse acceptance») and can therefore not read the message. - Let expire: They let the period of 7 days pass unused and can therefore no longer open the message. 5 As soon as the recipients have carried out an action according to step 4 or the period for the message has expired, senders and recipients again receive an acknowledgement with the corresponding message status. Swiss Post 3 / 7

4 Comments: - Messages according to communication with Swiss authorities which go to recipients registered on other approved delivery platforms are passed on to the corresponding platform for delivery (in step 3). - Thanks to the «Auto-Accept» option, business customers can have IncaMail messages accepted automatically. - If an IncaMail message is not deliverable (e.g. because it has been rejected by the receiving system), senders and recipients will be informed about this via normal and the message status will be changed. 2.2 Delivery For sending Registered messages, the following minimum requirements are necessary on the part of senders: - Registered IncaMail account with verification - Premium or Business account Registered messages can be delivered via all existing product variants and to one or more recipients. Product variant WI (web interface) MGI (mail gateway integration) EAI (enterprise application integration) Delivery Selection of the dispatch type «Registered» in the sending window. Click on the «Send Registered» button in the mail client add-in of IncaMail. Selection of the message as «Registered» according to interface documentation Selection of recipients addresses of recipients can either be entered directly by senders or looked for in the directory. The search function in the web interface considers the hits in both available directories according to Receipt To be able to receive Registered messages, the following minimum requirements are necessary on the part of recipients: - Registered IncaMail account with verification of the home address, third-party verification (e.g. SuisseID) or business customer contract - One-off activation of «Registered receipt» (see chapter 2.3.1) Swiss Post 4 / 7

5 Registered messages can be received via all existing product variants. Product variant WI (web interface) MGI (mail gateway integration) EAI (enterprise application integration) Receipt 1. Receipt as encrypted attachment 2. Opening of the attachment via password 3. Decision between accepting message, refusing acceptance and letting the period expire 4. In the case of «Accept», reading message 1. Receipt as encrypted attachment 2. Opening of the attachment without password (thanks to secure delivery) 3. Decision between accepting message, refusing acceptance and letting the period expire 4. In the case of «Accept», the message will be delivered as an via the encrypted connection Auto-Accept option: With this option activated, the message will be accepted directly and delivered as an via the encrypted connection. 1. Encrypted storage of the message in IncaMail during a period of 7 days 2. Retrieval of the message via the SOAP interface (including decryption) 3. Message is deleted after 7 days with IncaMail (whether retrieved or not) Messages which have been accepted can also be opened by the recipients after expiry of the period One-off activation of «Registered receipt» Whoever wants to receive Registered messages has to activate this option on a one-off basis beforehand. Registered messages to recipients who have not activated this option will be rejected. The activation of the option «Registered receipt» (requirements under must be fulfilled) is done as follows: Activation as Private individual Employee Company Authority Activation The receipt can be activated in the settings via an online process and acceptance of the legal conditions. The receipt can be activated in the settings via an online process and acceptance of the legal conditions. A requirement is a written declaration of consent from the company. The activation requires a written declaration of consent from the company. After the declaration of consent, the corresponding addresses can be activated online. The activation requires a written declaration of consent from the company. After the declaration of consent, the corresponding addresses can be activated online. Swiss Post 5 / 7

6 2.4 Directories The customers who have activated the receipt of Registered messages can select if they want to be «registered» and «searchable» in the IncaMail Registered directory and/or in the egov directory of Switzerland. «Registered» means they are able to be written to via this channel. «Searchable» means they are able to be looked for in the directory. Customers who want to be registered in the egov directoy Switzerland are automatically also searchable. Directory IncaMail Registered directory egov directory Switzerland Description The directory is run by IncaMail and can be viewed only by IncaMail users. It contains all addresses of people who have activated the receipt of Registered messages with IncaMail. Recipients who enter their details can select if they want to be searchable or not. Non-searchable recipients can be written to via a Registered message but cannot be looked for in the directory. The directory is run by the Federal Office of Justice in Switzerland. It contains the e- mail addresses of all people who have registered for communication with Swiss authorities according to VeÜ-ZSSV. The entries come from all approved delivery platforms and can be accessed only via these. Customers who want to be registered in the egov directoy Switzerland are automatically also searchable.. Further information: Acknowledgements With the acknowledgements, senders and recipients can confirm transactions. The acknowledgements are sent to the senders and recipients via normal as a PDF file signed by Swiss Post. The acknowledgements contain all essential elements of the transaction. They are not stored in IncaMail, storing them is the responsibility of the senders and recipients. The following acknowledgements are created and sent: Acknowledgement Delivery acknowledgement Retrieval acknowledgement Expiry acknowledgement Refused acceptance acknowledgement Event The message has arrived at IncaMail. The recipient has accepted the message. The acceptance period has expired without activity from the recipient. The recipient has refused acceptance. In the case of interoperable delivery via another approved delivery platform according to 2.6, the acknowledgement can also come from the other delivery platform. Swiss Post 6 / 7

7 2.6 Communication with Swiss authorities As part of various legislative projects of the Federal Government on judicial organisation and proceedings, since the start of 2011 the parties have also had the possibility to submit petitions in electronic form to courts or authorities. In two ordinances (VeÜ-ZSSV) the Federal Council regulated how the parties petitions and also the delivery of the verdicts or decrees can be handled in the various proceedings. The delivery must be via an approved delivery platform here. Approved delivery platforms must comply with the catalogue of criteria for secure delivery platforms coming under the ordinances and be approved by the Federal Office of Justice. IncaMail is an approved delivery platform via which deliveries can be made according to the ordinances. Since there are several approved delivery platforms, Registered measures to recipients on other platforms are exchanged interoperably between the platforms in question. You will find further information at Legal effect The legal effects of electronic messages sent and received via IncaMail dispatch type «Registered» are in individual cases based on the applicable legal regulations and court and authority practices of the national legislation responsible for the assessment and on any existing private agreements. Careful examination of the legal effect and permissibility of electronically delivered messages is, in individual cases, solely the responsibility of the customer. For a legal assessment, the following facts are important regarding IncaMail Registered messages: - Recipients of Registered messages are identified at a certain level. - Recipients of Registered messages have generally specifically activated the receipt of Registered messages beforehand (companies via written declaration of consent). - The PDF acknowledgements contain all relevant data and are electronically signed by Swiss Post. - Swiss Post can, as an independent third party, prove the transaction data at any time on request using log files (but not the respective delivered content). - Deliveries made within the framework of VeÜ-ZSSV are based on this ordinance. Swiss Post 7 / 7