Features

Certification for third-party proof

A Certification is Docsmit's official statement about all of the events that have occurred and the data that has been sent. The certification gives documentation about when the message was sent, the acknowledgment issued by receiver's email server and the recipient's signing for the message (or that there has been no signature yet). Even the message contents are retained and shown to provide the best possible evidence.

Any message can be certified. By certifying a message at the time it is sent, some attachment space is included. Either party can certify a message at "pre-certification" pricing for up to 24 hours after it was sent. Messages can also be sent without certification. "Post-Certification" is also available after-the-fact.

Certifications are available at any time through Docsmit.com.

Send virtually unlimited size attachments

The average total attachment size limit is about 25MB, but with traditional email, you won't know if that 26MB attachment went through or not until it bounces or you get a confirmation from your receiver.

Because Docsmit delivers messages independently of the usual email protocol, it is not subject to a total attachment size restriction. Send files larger than 1 GB with the comfort of knowing that Docsmit will provide you with receipt for delivery.

Proof of delivery to receiver's email server

When we notify a recipient's email server of a waiting message, we make record of part of that server-to-server communication. Specifically, we record the part of the SMTP protocol that is the "acknowledgment of receipt" from their email server to show conclusively that they have received that email.

Docsmit emails you with that acknowledgment as soon as the notice is delivered so you can have a record that it was delivered. If the notice is rejected ("bounced") by their server or any other issue is raised, Docsmit let's you know immediately so you can take action.

No more wasting time going to the post office to get an official statement that your message was sent!

Docsmit encrypts data in motion and at rest.

Email security has long been compared to that of a postcard. It often travels as "clear text" (unencoded and unencrypted) from sending device to sending email server to receiving email server to receiving device. There's simply no way to ensure both security and deliverability with traditional email.

Secure delivery of your messages is our greatest concern, so Docsmit messages travel all stages strongly encrypted using 128 bit AES - a specification established by the U.S. National Institute of Standards and Technology for the encryption of data and is used by both financial institutions and the United States NSA. In addition, message contents are encrypted while "at rest" on our servers as well. Docsmit regularly receives an "A" rating from Qualys SSL Labs. By utilizing world-class server management practices we ensure contents are not subject to inappropriate access or tampering.

Prepare anytime, but send when you want.

With Docsmit's near immediate delivery speed, now you can extend the same kind of intra-day timing to your certified communications. With the "Send After" setting, Docsmit knows that you want it to go out ASAP, but not before a certain time. By increasing the precision with which you can time delivery of your messages, you can increase your message's impact without even being present!

Individualized bulk distribution made easy!

By marking a signature required email as a "blast" email, the message is sent to each recipient individually and he does not see any of the other recipients. The sender, however, can see the recipients in the aggregate for easy status tracking in a dashboard view and can also drill down for the status of each recipient.

This is a great way to distribute document (such as a state required HR notice or an employee handbook update) without disclosing the email addresses of the other recipients. Using Contact Management to tag your contacts makes it even easier to create blast emails.

Tagging contacts gives context and makes bulk selection easy!

Docsmit lets you apply one or more "tags" - one word markers that can be used with filtering - to each of your contacts. This let's you identify characteristics that you might want to use to select a group by, especially useful for Blast Emails.

For example, you might want to send a Signature Required Email to all New Jersey employees (tagged with "NJ") with a CEPA notice. While editing the message click Contacts, enter NJ as the tag and click to Select All. All contacts with that tag will be added to the recipient list.

Get reminded of unsigned for messages and stop spending time tracking receipts

Creating and maintaining a list to follow up on undelivered documents and take further action is time consuming. Docsmit automates that process for you to save you time. Just tell Docsmit when you want to be reminded if the message hasn't been signed for; you'll receive an email letting you know of any recipients that have not signed for that message.

Remind your receiver of the content waiting for delivery

With traditional email, sending a reminder is actually originating a new email, with new additional content. Ever increasing chain sizes run the risk of unintentionally (or intentionally) replying to a message that is other than the latest.

Docsmit enables you to remind a recipient to retrieve their message without originating a new message. It sends an additional notice to the recipient reminding them of the waiting message and records the delivery of that notice in the same way as the delivery of the original notice. All reminders also appear "on the record" in the Certification so the extent of the sender's attempts to have the recipient sign can be recognized.

An extra layer of security for private and highly confidential content

Our in-browser encryption sets the bar for privacy. The encryption of both files and message body takes place within the browser using 256 byte block AES encryption after a separate stage of encoding. Only then is it sent using HTTPS with another layer of encryption. Because the unencrypted data never leaves the browser no amount of penetration can ever expose your unencrypted data.

This method uses a key which is a "shared secret" between the sender and recipient. The key never touches Docsmit's servers; in fact Docsmit facilitates delivery of the key without ever taking possession of it.

Extend your brand and ensure compliance message content

Your messages can extend your brand, even while gaining the benefit of Docsmit acting as a third party to handle delivery of your information. Notice of your signature required email can be "skinned" with your logo and color scheme.

Standard signatures can also be also be added to facilitate compliance messages, such as those typically included by law, accounting, medical and financial practices. All such content is included in the message so it appears in any Certification generated.

Certified delivery from anywhere, not just the office

Now you can send certified content electronically and not just from your desk or with a trip to the post office. Docsmit is just as usable from your tablet or phone as it is from your desktop, enabling you to send certified messages from wherever you are, with no supplies needed or preparation time.

Unchangeable, Durable & Independent

No user (or even customer service rep) can ever delete a Docsmit message or message information. If it happened, it's on the record.

To ensure an indelible record, Docsmit's servers use multiple location redundancy, making your data durable to "meteorite-level" disaster standards and providing for failover.

Sometimes in litigation, there are claims regarding modified or deleted messages ("spoliation"). However, Docsmit is a completely independent third party from any message party; there cannot be any successful claim of tampering with data.