Chapter 20
Business Examples

This chap­ter reviews the way cer­tain busi­ness­es can use RMail ser­vices. Since most busi­ness have sim­i­lar busi­ness and secu­ri­ty needs, there is much over­lap between dif­fer­ent types of busi­ness in regard to such needs. Con­se­quent­ly, this chap­ter is not an exhaus­tive list of busi­ness and secu­ri­ty fea­tures that each busi­ness can use. Rather, it gives exam­ples of par­tic­u­lar uses rel­e­vant to each type of busi­ness. For more exhaus­tive cov­er­age of each busi­ness pre­sent­ed vis­it the RMail Solu­tions web­page:

https://​www​.rmail​.com/​s​o​l​u​t​i​ons

Small Business

I believe I have doc­u­ment­ed how well RMail ser­vices can cre­ate a lev­el play­ing field for small busi­ness­es that can­not afford expen­sive enter­prise soft­ware. Such ser­vices make doing busi­ness more secure and more con­ve­nient yet at a low cost.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​s​m​b​-​s​m​a​l​l​-​m​e​d​i​u​m​-​s​i​z​e​d​-​b​u​s​i​n​ess

Enterprise

Most enter­pris­es have the lux­u­ry of expen­sive busi­ness soft­ware with some fea­tures that may over­lap with RMail. Yet Rmail can fit in well. You can tai­lor RMail ser­vice to suit your pur­pos­es and cor­po­rate sit­u­a­tion with­out infra­struc­ture changes or pro­gram­ming. Why rein­vent the wheel to cob­ble togeth­er and inte­grate a series of secure ser­vices into the soft­ware you use? It’s eas­i­er to just add the RMail suite of ser­vices.

You can use RMail ser­vices as a stand­alone ser­vice, or you can use RMail ser­vices to sup­ple­ment oth­er soft­ware. RMail has over one hun­dred off-the-shelf con­fig­u­ra­tions and set­tings to inte­grate RMail into your enter­prise sys­tem. And RMail is uni­ver­sal in that it works with any email pro­grams or ser­vices used by senders or recip­i­ents. For­rester Research rat­ed RPost tech­nol­o­gy 5 out of 5, best in class for meet­ing legal and reg­u­la­to­ry require­ments world­wide. RMail ser­vices have been used in 180 coun­tries by major com­pa­nies in telecom­mu­ni­ca­tions, health, law, gov­ern­ment, finan­cial, insur­ance, and man­u­fac­tur­ing.

And remem­ber that email with RMail ser­vices is much more effi­cient and much less expen­sive than han­dling busi­ness with paper, reg­is­tered mail, and Fed­er­al Express.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​e​n​t​e​r​p​r​ise

Support & Accounts

Noti­fi­ca­tions are impor­tant for sup­port and account man­age­ment pro­fes­sion­als. RMail Reg­is­tered Email ser­vice and encryp­tion ser­vices enable pro­fes­sion­als to doc­u­ment and prove when noti­fi­ca­tions were deliv­ered and what con­tent was deliv­ered. RMail ser­vices pro­vide con­ve­nience and effi­cien­cy in cas­es where com­pli­ance with laws, reg­u­la­tions, orga­ni­za­tion­al guide­lines, and cor­po­rate poli­cies is cru­cial, pro­vid­ing the per­son­nel doing the work with the prop­er tools nec­es­sary to get the work done well and in a time­ly man­ner.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​s​u​p​p​o​r​t​-​a​c​c​o​u​n​t​-​m​a​n​a​g​e​m​ent

Sales

Accel­er­at­ing the sell­ing process­es by enabling time­ly fol­low-up, han­dling sen­si­tive and high val­ue infor­ma­tion, and get­ting pur­chase orders and sales quotes signed with­out delay are essen­tial to a well-tuned sales pro­gram. RMail Reg­is­tered Email, encryp­tion, and E-sign make the process­es quick, easy, secure, and pos­si­ble with­out resort­ing to slow­er phys­i­cal means. And RMail does it all work­ing with any email pro­grams and sys­tems used by senders and recip­i­ents.

For many indus­tries the sales process can be long and involved with offers and counter offers, nego­ti­a­tions, spe­cial terms, and a final agree­ment typ­i­cal­ly embod­ied in a con­tract or oth­er bind­ing doc­u­men­ta­tion. RMail ser­vices can assist this process by ensur­ing (1) that email deliv­ery is made to cus­tomers, (2) what the con­tent of the email mes­sages are, and (3) pro­vid­ing ongo­ing record of com­mu­ni­ca­tions that can be proven.

Track­ing and time­stamped proof of con­tent deliv­ered is crit­i­cal for sub­mit­ting pro­pos­als and respond­ing to bid requests. Time­stamped proof of con­tent deliv­ered is also essen­tial to send­ing notice of updat­ed terms and pric­ing asso­ci­at­ed with a cus­tomer account.

We tend to think of proof of ser­vice and proof of con­tent as being some­thing for lit­i­ga­tion. When there is a dis­agree­ment, how­ev­er, proof of ser­vice and proof of con­tent to the oth­er par­ty is often enough to make them real­ize that they have over­looked your email or have been mis­tak­en about its con­tents. And vice ver­sa.

It’s not unusu­al for the sales force per­son­nel to be respon­si­ble for con­tract man­age­ment; that is, the nego­ti­a­tion of a con­tract up to the point where it signed and deliv­ered. If any ques­tions rise in regard to the final agree­ment and you have used RMail ser­vices, you have an unas­sail­able record of the nego­ti­a­tions. For minor sales and minor con­tracts, such email secu­ri­ty and record keep­ing may not always be nec­es­sary. But for high-val­ue sales nego­ti­a­tions, and con­tracts, RMail makes the req­ui­site records and assur­ances easy, con­ve­nient, and inex­pen­sive.

And to accel­er­ate the sales process, email is often bet­ter and more effi­cient than snail­mail, phone calls (phone tag), or Fed­er­al Express. Indeed, the sig­na­ture capa­bil­i­ty pro­vid­ed by RMail E-sign even makes con­tract sign­ing quick and easy.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​s​a​les

Human Resources

Human resources (HR) pro­fes­sion­als han­dle a wide range of com­mu­ni­ca­tions and doc­u­ments, many of which are high­ly con­fi­den­tial and must com­ply with laws, reg­u­la­tions, and cor­po­rate guide­lines. The RMail suite of ser­vices makes the job of HR pro­fes­sion­als eas­i­er and more effi­cient and makes audit­ing HR dig­i­tal “paper­work” less bur­den­some. With so many com­mu­ni­ca­tions and doc­u­ments, Side­Notes makes fol­low­ing up by HR per­son­nel eas­i­er too.

Fail­ure to adhere to pro­fes­sion­al HR prac­tices includ­ing con­fi­den­tial­i­ty can often result in unwant­ed dis­putes or lit­i­ga­tion. There­fore, it is imper­a­tive that human resources have not only keep excel­lent records but also use secure email prac­tices that can ensure deliv­ery and proof of con­tent of all records, noti­fi­ca­tions, and pub­li­ca­tions.

RMail encryp­tion is par­tic­u­lar­ly use­ful for ensur­ing com­pli­ance with data pri­va­cy reg­u­la­tions relat­ed to com­mu­ni­ca­tions with employ­ee health ben­e­fit plans and elec­tron­ic deliv­ery of pay slips.

When hir­ing or ter­mi­nat­ing employ­ees, proof of deliv­ery is essen­tial to record trans­mis­sion of HR man­u­als, gov­ern­ment man­dat­ed book­lets, final pay analy­ses, and oth­er pub­li­ca­tions.

But what about small busi­ness­es and even indi­vid­u­als with one or two employ­ees? RMail ser­vices can be, in effect, their enter­prise com­mu­ni­ca­tion sys­tem. If all com­mu­ni­ca­tions are via email, RMail ser­vices can pro­vide the nec­es­sary record keep­ing as well as assur­ance of deliv­ery and proof of con­tent, not only for nor­mal com­mu­ni­ca­tions but also for required notices and pub­li­ca­tions.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​h​u​m​a​n​-​r​e​s​o​u​r​ces

Contract Management

Keep­ing records of nego­ti­a­tions, com­mu­ni­ca­tions, doc­u­ments, and con­tract per­for­mance is cru­cial to busi­ness activ­i­ties and to avoid­ing and resolv­ing dis­putes. It’s cru­cial work which must be done with dili­gence and atten­tion to detail.

Prov­able record-keep­ing, assur­ance and proof of deliv­ery, and dig­i­tal sig­na­tures are essen­tial to the sales process, as out­lined in the Sales sec­tion above. But once an agree­ment is signed in the form of a con­tract, pur­chase order, or anoth­er doc­u­ment, that’s not the end of the sto­ry.

Com­mer­cial agree­ments must be mon­i­tored for per­for­mance, both the per­for­mance of the oth­er par­ty and the per­for­mance of the busi­ness orga­ni­za­tion. And it’s some­times nec­es­sary for inde­pen­dent par­ties to ver­i­fy per­for­mance based on con­tract man­age­ment records.

Con­se­quent­ly, man­ag­ing con­tracts can be a busy activ­i­ty includ­ing ongo­ing com­mu­ni­ca­tions between the par­ties. Often con­tract pro­vi­sions are com­plex, sen­si­tive, and con­fi­den­tial. It’s not unusu­al that they con­tain pro­pri­etary infor­ma­tion, cus­tomer infor­ma­tion, and high val­ue infor­ma­tion that should not be leaked. RMail ser­vices can pro­vide the secure email ser­vices you need to prac­tice con­tract man­age­ment con­ve­nient­ly, secure­ly, and effec­tive­ly. RMail is endorsed by the Inter­na­tion­al Asso­ci­a­tion for Con­tract and Com­mer­cial Man­age­ment (IACCM).

RMail ser­vices can work togeth­er with enter­prise con­tract man­age­ment soft­ware to pro­vide the secu­ri­ty that the con­tract man­age­ment soft­ware may be unable to fur­nish. On the oth­er hand, for small busi­ness­es and indi­vid­u­als, RMail ser­vices alone may con­sti­tute a viable option to keep ver­i­fi­able and secure records via email that sup­ports the con­tract man­age­ment process.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​c​o​n​t​r​a​c​t​-​m​a​n​a​g​e​m​ent

Government

RMail ser­vices pro­vide an all-in-one mes­sag­ing capa­bil­i­ty for state, fed­er­al, and over­seas gov­ern­ments and courts. It has been used by agen­cies in the Fed­er­al gov­ern­ment, such as the Gov­ern­ment Account­abil­i­ty Office (GAO), since 2003 and com­plies with the fed­er­al E-SIGN Act and state Uni­form Elec­tron­ic Trans­ac­tions Act (UETA). It allows for effi­cien­cy and cost-cut­ting while pro­vid­ing cer­ti­fi­ca­tion of deliv­ery and ongo­ing records. In par­tic­u­lar, reg­u­la­tors find use pf Reg­is­tered Email proof of deliv­ery as a way to reduce costs asso­ci­at­ed with cer­ti­fied mail for notices from reg­u­la­tors to busi­ness and far bet­ter than attach­ing a PDF to an email mes­sage, which does not pro­vide track­ing, proof, or account­abil­i­ty.

RMail ser­vices fit many e-Gov require­ments for direct deliv­ery of ser­vices, effi­cien­cy, and authen­ti­ca­tion. It’s avail­able from AT&T on their GSA IT sched­ule. And cus­tom Reg­is­tered Email ban­ners are avail­able for gov­ern­ment enti­ties.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​g​o​v​e​r​n​m​ent

Healthcare

As most peo­ple know, the health­care indus­try goes to extremes to com­ply with HIPAA fac­ing civ­il and even crim­i­nal penal­ties for non-com­pli­ance. RMail ser­vices pro­vides com­pli­ance while mak­ing com­mu­ni­ca­tions eas­i­er because RMail can be used by any email pro­grams or sys­tems of the senders or recip­i­ents. But there’s more to health­care than com­pli­ance. The com­mu­ni­ca­tions in health­care are often quite impor­tant because they affect patients’ well­be­ing. There­fore, the reli­a­bil­i­ty of RMail ser­vice through its cer­ti­fi­ca­tions of deliv­ery and con­tent and the records there­by estab­lished pro­vide assur­ance that com­mu­ni­ca­tions are effec­tive.

RMail’s char­ac­ter­is­tic ease of use and record keep­ing make it handy for respon­si­ble com­mu­ni­ca­tion, HIPAA com­pli­ance, com­pli­ance audits, and cost-cut­ting. Unlike the closed sys­tems that some health­care orga­ni­za­tions employ, RMail works as nor­mal email and can be used by all email pro­grams and email sys­tems; that is, it’s email that patients and health­care pro­fes­sion­als will read. The Reg­is­tered Receipt record returned for every encrypt­ed email mes­sage pro­vides auditable proof of fact of HIPAA data pri­va­cy com­pli­ance for each mes­sage sent.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​h​e​a​l​t​h​c​are

Telecom Carriers

Tele­coms have a par­tic­u­lar prob­lem in that pric­ing and the effec­tive dates of changes pro­vide the ongo­ing gen­er­a­tion of dis­putes. It’s a mat­ter of what noti­fi­ca­tion was giv­en when? RMail Reg­is­tered Email has resolved such dis­putes before they reach lit­i­ga­tion. Fur­ther, tele­com car­ri­ers ben­e­fit from the sim­ple use of E-sign to record sign off on ser­vice change requests.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​t​e​l​e​c​o​m​-​c​a​r​r​i​ers

Insurance

The insur­ance indus­try has been a user of RMail Reg­is­tered Email from the begin­ning. Noti­fi­ca­tion is extreme­ly impor­tant for the insur­ance indus­try. That includes noti­fi­ca­tions of bind­ing cov­er­age, date of cov­er­age, scope of cov­er­age, and dis­con­tin­ued cov­er­age. Noti­fi­ca­tions may go to bro­kers, agents, and direct­ly to cus­tomers. In addi­tion, the insur­ance con­tracts them­selves must be deliv­ered and pay­ments col­lect­ed often with acknowl­edge­ment to cus­tomers that pay­ment has been made.

Com­mu­ni­ca­tions with­in the insur­ance busi­ness are often sub­ject to gov­ern­ment agency reg­u­la­tions and even indus­try guide­lines. And in the health­care indus­try, health insur­ance com­mu­ni­ca­tions may to be sub­ject to HIPAA. The capa­bil­i­ty to get dig­i­tal sig­na­tures (e.g., E-sign) is impor­tant to an indus­try that often thrives upon quick nego­ti­a­tions, quick quotes, and imme­di­ate pro­vi­sion of insur­ance.

Insur­ance com­pa­nies have enter­prise soft­ware for their per­son­nel to use. Nonethe­less, insur­ance com­pa­nies have to deal with peo­ple and orga­ni­za­tions beyond the reach of the enter­prise sys­tem, such as bro­kers, cus­tomers, apprais­ers, inde­pen­dent claims adjusters, and oth­ers. Thus, RMail ser­vices are impor­tant to the insur­ance indus­try, and many of the major insur­ance com­pa­nies have used RMail ser­vices for almost two decades. RMail ser­vice pro­vides a sup­ple­ment to what­ev­er enter­prise soft­ware the insur­ance com­pa­nies use.

Insur­ance agents and bro­kers use RMail ser­vices to get the secure email ser­vices that an insur­ance company’s enter­prise soft­ware does not pro­vide to them. This includes not only secure email com­mu­ni­ca­tion with cus­tomers, but also with claims adjusters and the like. And RMail E-sign facil­i­tates the time­ly sig­na­ture need­ed for many insur­ance con­tracts. RMail is endorsed by the Coun­cil of Insur­ance Agents and Bro­kers.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​i​n​s​u​r​a​nce

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​i​n​s​u​r​a​n​c​e​-​c​a​r​r​i​ers

Attorneys and Accountants

Attor­neys have a fidu­cia­ry oblig­a­tion to keep infor­ma­tion and data about their clients con­fi­den­tial, indeed secret. Yet, I’m dis­mayed by the num­ber of attor­neys I’ve talked with who use unse­cure email with no pro­tec­tion at all.

An exam­ple of why this might be tan­ta­mount to mal­prac­tice is that typ­i­cal­ly the trans­mis­sion between an attorney’s email pro­gram and the email serv­er is the most like­ly place a hack­er might inter­cept and read email mes­sages addressed to a tar­get­ed client. This is par­tic­u­lar­ly true for medi­um and small law firms that can­not afford the enter­prise soft­ware and IT staff to make their email as hack­proof as pos­si­ble.

Con­se­quent­ly, if an adverse par­ty or oth­er malev­o­lent actor hires a hack­er to break into an attorney’s dig­i­tal sys­tem to find out infor­ma­tion about one of the attorney’s clients, that hack­er may accom­plish the task.

Sup­pose, how­ev­er, that an attor­ney uses RMail Inbox. Email goes encrypt­ed from the attorney’s email pro­gram to the RMail email serv­er (SSL) and like­ly on to the recipient’s email serv­er (TLS). Thus, if a hack­er did inter­cept one of the attorney’s email mes­sages, the hack­er would be unable to read it. The next tar­get of such a hack­er would be to inter­cept the email mes­sages of the recip­i­ent (the attorney’s client). That’s beyond the con­trol of the attor­ney, how­ev­er, except for the use of RMail Mes­sage-Lev­el encryp­tion

The point to be made here is that the use of RMail Inbox or RMail Web by an attor­ney goes a long way towards mak­ing an attorney’s email mes­sages to clients secure. So why not use it? If auto­mat­ic encryp­tion is not secure enough, attor­ney can always use Mes­sage-Lev­el encryp­tion, which ensures secure email all the way to the recipient’s email pro­gram.

Aside from RMail Inbox, it’s is almost self-evi­dent as you name off the RMail ser­vices that each one is some­thing that attor­neys should be using rou­tine­ly. RMail Reg­is­tered Email for notices and ser­vice; RMail Mes­sage-Lev­el encryp­tion for sen­si­tive and high-val­ue email mes­sages, if not all email, to clients; RMail E-sign for doc­u­ments that attor­neys need to get signed; and RMail Large­Mail trans­fer for large doc­u­ments, exhibits, and the like. RMail ser­vice it appears was made for attor­neys, per­haps more so than any oth­er pro­fes­sion or indus­try.

Today, the typ­i­cal attor­ney pro­tec­tion for client emails is a state­ment at the bot­tom the email that says some­thing to the effect that, “If this email is not addressed to you, don’t read it.” Real­ly? An attor­ney should not wait for a mal­prac­tice suit; he or she should insti­tute secure email prac­tices with­out delay.

I should note, of course, that many law firms, par­tic­u­lar­ly large law firms, use soft­ware sys­tems oper­at­ed by an IT depart­ment or an IT pro­fes­sion­al. Such sys­tems undoubt­ed­ly have some degree of secu­ri­ty admin­is­tered by IT per­son­nel. It is unlike­ly, how­ev­er, that such secu­ri­ty is as easy, con­ve­nient, secure and cost-effec­tive as RMail ser­vice.

Con­ve­nient­ly, RMail ser­vices pro­vide indi­vid­ual attor­neys, small law firms, medi­um-size law firms, and even large enter­prise law firms with the effec­tive and inex­pen­sive tools to estab­lish secure email prac­tices that are pain­less and inex­pen­sive. The good news for small­er firms is that it lev­els the play­ing field. The good news for larg­er firms is that it pro­vides a secure sys­tem that sup­ple­ments an exist­ing sys­tem, works with all oth­er sys­tems, and is sim­ple and inex­pen­sive to imple­ment.

Final­ly, wher­ev­er there are laws or reg­u­la­tions that gov­ern email as used by attor­neys to com­mu­ni­cate with their clients, it is like­ly that RMail ser­vice meets those laws and reg­u­la­tions. Indeed, the inter­na­tion­al laws and reg­u­la­tions gov­ern­ing the use of email by busi­ness have been mod­eled on RMail ser­vices. RMail ser­vices are endorsed by twen­ty major bar asso­ci­a­tions across the US and also used by fed­er­al agen­cies for legal mat­ters.

Accoun­tants, par­tic­u­lar­ly Cer­ti­fied Pub­lic Accoun­tants (CPAs), are sim­i­lar to attor­neys in their han­dling of client infor­ma­tion. Email secu­ri­ty is para­mount. So I won’t repeat all the infor­ma­tion pro­vid­ed above. Still, accoun­tants should read it.

The account­ing pro­fes­sion is a lit­tle bit unique in that accoun­tants acquire a lot of infor­ma­tion from their clients and then trans­late it into a dif­fer­ent for­mat. For instance, accoun­tants receive raw infor­ma­tion and then dis­till it into finan­cial reports, tax returns, and the like.

For that rea­son, it may not be enough for accoun­tants to have secure email prac­tices that are sim­ply one way (sender to recip­i­ent). They need to be able to receive infor­ma­tion from their clients in a secure man­ner too. Con­se­quent­ly, RSign has the poten­tial to aid accoun­tants to gath­er client infor­ma­tion online in a secure man­ner with­out wor­ry­ing about what secu­ri­ty their clients use, if any. The cre­ative use of RSign enables accoun­tants to gath­er spe­cif­ic infor­ma­tion from clients via tem­plates (forms) in order to pro­vide clients secure trans­mit­tal of infor­ma­tion. RSign makes forms easy to cre­ate and man­age and elim­i­nates the need for paper ques­tion­naires.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​l​e​g​a​l​-​s​e​r​v​i​ces

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​l​e​g​a​l​-​d​ept

Real Estate

There are not very many con­sumer busi­ness­es where the val­ue of each trans­ac­tion is as high-val­ue as it is in real estate. Homes and com­mer­cial prop­er­ty sales are high-val­ue trans­ac­tions and so are land, com­mer­cial leas­es, and res­i­den­tial leas­es.  Real estate trans­ac­tions also require a high degree of con­fi­den­tial­i­ty. Con­se­quent­ly, it makes sense to con­duct real estate sales, nego­ti­a­tions, and clos­ings with secure email.

Almost every­body rec­og­nizes that real estate trans­ac­tions are prone to delays and get strung out over time, more so than any­one antic­i­pat­ed. For that rea­son, speed­ing up the com­mu­ni­ca­tions in a real estate trans­ac­tion by using email makes a lot of sense. But con­fi­den­tial­i­ty is also impor­tant, and mak­ing the use of secure email is the pro­fes­sion­al way to oper­ate in real estate.

Since real estate agents are the key per­son­nel in cre­at­ing real estate trans­ac­tions (mak­ing sales), they can use RMail ser­vice to keep a record of nego­ti­a­tions, send con­tracts, revise con­tracts, and oth­er­wise com­mu­ni­cate with con­fi­dence and secu­ri­ty up to the point that a real estate con­tract is signed. For the final sign­ing, they can use RMail E-sign to get buy­ers and sell­ers to sign imme­di­ate­ly online. More­over, agents can use RSign to cre­ate con­tracts that buy­ers, sell­ers, and agents can fill in and sign online with com­plete secu­ri­ty.

In short, RMail ser­vice can speed up the sales-nego­ti­a­tion process, ensure secu­ri­ty, and pro­vide a prov­able record of what tran­spired. This lev­els the play­ing field for small real estate firms, because any­one can use RMail ser­vice pro­duc­tive­ly and inex­pen­sive­ly. It’s also a ben­e­fit to larg­er real estate com­pa­nies because RMail ser­vice can be a low-cost add-on to an exist­ing busi­ness soft­ware.

Once a real estate trans­ac­tion is under con­tract, the par­ty begins. And it’s a big par­ty. To close a real estate deal takes a title-escrow com­pa­ny or real estate attor­ney, lender, apprais­er, inspec­tor, and often a host of oth­er experts relat­ed to oper­a­tion of real state.

In a real estate com­pa­ny of any size at all, there’s a staff that enables sales­peo­ple to hand off their trans­ac­tions under con­tract to peo­ple who do the work of mak­ing sure the deal clos­es (is com­plet­ed). Man­ag­ing real estate under con­tract is a high-val­ue and con­fi­den­tial activ­i­ty requir­ing secure com­mu­ni­ca­tion.

In this phase of a real estate trans­ac­tion hav­ing a com­plete and accu­rate record is impor­tant. Hence, RMail ser­vices for real estate com­pa­nies and all the oth­er actors in the trans­ac­tion enables the real estate busi­ness to be done in a safe, secure, and time­ly man­ner. Email com­mu­ni­ca­tions can speed up the process, solve prob­lems quick­ly, and get the job done secure­ly with­out resort­ing to an expen­sive, cum­ber­some, and slow means, such as Fed­er­al Express.

But it’s not just real estate com­pa­nies that need to use RMail secure email ser­vice. Title com­pa­nies, attor­neys, apprais­ers, lend­ing offi­cers, and oth­ers all need to be able to com­mu­ni­cate quick­ly and secure­ly at inter­net speed in the expand­ing dig­i­tal world. In addi­tion, there is an ongo­ing require­ment to com­ply with Con­sumer Finan­cial Pro­tec­tion Bureau (CFPB) reg­u­la­tions, such as TILA-RESPA Inte­grat­ed Dis­clo­sures (TRID) in regard to lend­ing.

The RMail anti-whal­ing email imposter pro­tec­tion is crit­i­cal to alert all those who are part of the real estate trans­ac­tion of a poten­tial attempt to lure par­tic­i­pants into wiring funds to the imposter bank account. Such wire fraud attacks have been very lucra­tive for inter­net crim­i­nals.

Again, RMail ser­vices pro­vide a com­mon denom­i­na­tor for small real estate firms, large real estate firms, real estate-relat­ed busi­ness­es to par­tic­i­pate in real estate trans­ac­tions. RMail ser­vices require lit­tle train­ing, can be used with any soft­ware by senders and recip­i­ents, and is inex­pen­sive.

RMail is endorsed by the Real Estate Ser­vice Providers Coun­cil (RESPRO).

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​r​e​a​l​-​e​s​t​a​t​e​-​a​g​e​n​t​s​-​b​r​o​k​ers

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​r​e​a​l​-​e​s​t​a​t​e​-​t​i​tle

Finance

An unse­cured loan made on the basis of someone’s cred­it wor­thi­ness is a rea­son­ably sim­ple trans­ac­tion. Nonethe­less, gov­ern­ment reg­u­la­tions may require that dis­clo­sures and rep­re­sen­ta­tions to the bor­row­er be made, prov­able records be kept of the trans­ac­tion, proof of deliv­er be part of the record, and the details be kept pri­vate. In addi­tion, the finan­cial infor­ma­tion involved, such as finan­cial state­ments, tax returns, and sen­si­tive data, must be kept pri­vate. As more and more of the lend­ing process is done online, secure email to facil­i­tate such trans­ac­tions becomes increas­ing­ly impor­tant.

If col­lat­er­al is put up for the loan, the com­pli­ca­tions mul­ti­ply. Even such stan­dard col­lat­er­al as an auto­mo­bile requires extra “paper­work” in com­par­i­son to an unse­cured loan, and there may be even more gov­ern­men­tal dis­clo­sures and require­ments.

Col­lat­er­al can make a loan very com­plex. Even a sim­ple home pur­chase with a mort­gage is undu­ly com­plex and requires a vari­ety of doc­u­ments. A mort­gage loan for a house requires appraisals, inspec­tions, deeds, mort­gage doc­u­ments, casu­al­ty insur­ance, title insur­ance, dis­clo­sures and notices based on gov­ern­men­tal reg­u­la­tions, and sundry oth­er doc­u­ments. All these must be trans­mit­ted and signed with a high degree of pri­va­cy and com­ply with Con­sumer Finan­cial Pro­tec­tion Bureau (CFPB) reg­u­la­tions, such as TILA-RESPA Inte­grat­ed Dis­clo­sures (TRID) and oth­er gov­ern­ment reg­u­la­tions. And it takes a full suite of secure email ser­vices to make it all hap­pen quick­ly. Indeed, loan process­es are more and more done at least par­tial­ly online today.

In secu­ri­ties bro­ker­age you can use RMail ser­vice to com­ply with Finan­cial Indus­try Reg­u­la­to­ry Author­i­ty (FINRA) reg­u­la­tions and a myr­i­ad of oth­er reg­u­la­tions. And com­mer­cial bank­ing from the sim­plest trans­ac­tion (e.g., cred­it card) to the most com­plex is sub­ject to reg­u­la­tions requir­ing prov­able records of com­mu­ni­ca­tions, dis­clo­sures, and due dili­gence. RMail ser­vice is a low-cost reli­able means to com­ply.

Much lend­ing is done on the basis of a sim­ple com­mit­ment let­ter or phone call, and it’s there­fore very impor­tant to have a record of the nego­ti­a­tions. With RMail ser­vice a record of all  email mes­sages becomes a prov­able writ­ten record on which dis­putes or irreg­u­lar­i­ties can be resolved. With­out such records such dis­putes may take a turn towards poten­tial lit­i­ga­tion. And col­lec­tion of pay­ments on loans can be trou­ble­some. Again proof of deliv­ery and proof of con­tent of notices goes a long way toward min­i­miz­ing dis­putes and get­ting pay­ments made on time. To put it blunt­ly, any­one who uses nor­mal unse­cured email in lend­ing trans­ac­tions takes a lot of risk.

For­tu­nate­ly, RMail ser­vice pro­tects lenders and bor­row­ers alike. As a bor­row­er, whether a per­son or a com­pa­ny, you should insist upon secure email to pro­tect your pri­va­cy and secu­ri­ty. If you’re a lender, with the strict gov­ern­ment reg­u­la­tions affect­ing your lend­ing prac­tices, you will always want to be able to prove that you met the req­ui­site reg­u­la­tions with­out error. The RMail suite of ser­vices gives both bor­row­ers and lenders the capa­bil­i­ty to keep track of lend­ing trans­ac­tions well.

RMail ser­vice meet the most strin­gent gov­ern­ment and indus­try require­ments of con­duct­ing the lend­ing busi­ness online.

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​f​i​n​a​n​c​i​a​l​-​s​e​r​v​i​ces

https://​www​.rmail​.com/​s​o​l​u​t​i​o​n​s​/​f​a​c​t​o​r​i​n​g​a​bls

Summary

Alas, this is just a small sam­pling of busi­ness­es that can and should use secure email in the nor­mal course of oper­a­tion. If your par­tic­u­lar busi­ness cir­cum­stances aren’t cov­ered here, at least you will get an idea of how oth­er busi­ness­es are using RMail ser­vice for secu­ri­ty, record keep­ing, dis­clo­sure, doc­u­ment sign­ing, and the like to accel­er­ate busi­ness, com­ply with reg­u­la­tions, and do so at a low cost.