simply secure
IncaMail
Product description - Registered
Version:
V01.00
Date:
02.07.2015
Author:
Roger Sutter, Head of Business Unit Secure Messaging Services
Classification:
Public
IncaMail product description - Registered
Contents
1
Brief description ....................................................................................................................................... 3
2
2.1
2.2
Detailed description ................................................................................................................................ 3
Procedure ............................................................................................................................................. 3
Delivery ................................................................................................................................................. 4
2.2.1
2.3
2.3.1
2.4
2.5
2.6
2.7
Swiss Post
Selection of recipients ........................................................................................................................................ 4
Receipt .................................................................................................................................................. 4
One-off activation of «Registered receipt» ......................................................................................................... 5
Directories ............................................................................................................................................. 5
Acknowledgements .............................................................................................................................. 6
Communication with Swiss authorities .................................................................................................. 6
Legal effect ........................................................................................................................................... 7
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IncaMail product description - Registered
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 VeÜ-ZSSV 1. You can find out more about IncaMail at
www.post.ch/incamail.
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 “Ordinance from 18 June 2010 on
Electronic Transmission for Civil and Criminal Trials and for Debt Collection and Bankruptcy Proceedings” (“VeÜZSSV” for short).
2
2.1
Detailed description
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 e-mail.
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:
5
-
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.
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.
Comments:
1
Ordinance from 18 June 2010 on Electronic Transmission for Civil and Criminal Trials and for Debt Collection and
Bankruptcy Proceedings (VeÜ-ZSSV)
Swiss Post
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IncaMail product description - Registered
-
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 e-mail 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 e-mail verification
-
Premium or Business account
Registered messages can be delivered via all existing product variants and to one or more recipients.
Product variant
Delivery
WI (web interface)
Selection of the dispatch type «Registered» in the sending window.
MGI (mail gateway integration)
Click on the «Send Registered» button in the mail client add-in of
IncaMail.
EAI (enterprise application
integration)
Selection of the message as «Registered» according to interface
documentation.
2.2.1 Selection of recipients
E-mail 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 2.4.
2.3
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)
Registered messages can be received via all existing product variants.
Product variant
Receipt
WI (web interface)
1. Receipt as encrypted attachment
2. Opening of the attachment via password
3. Decision between accepting message, refusing acceptance and letting
the period expire
Swiss Post
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IncaMail product description - Registered
4. In the case of «Accept», reading message
MGI (mail gateway integration)
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 e-mail via
the encrypted connection
Auto-Accept option: With this option activated, the message will be
accepted directly and delivered as an e-mail via the encrypted connection.
EAI (enterprise application
integration)
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.
2.3.1 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 2.2.1 must be fulfilled) is done as follows:
Activation as
Activation
Private individual
The receipt can be activated in the settings via an online process and acceptance of
the legal conditions.
Employee
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.
Company
The activation requires a written declaration of consent from the company. After the
declaration of consent, the corresponding e-mail addresses can be activated online.
Authority
The activation requires a written declaration of consent from the company. After the
declaration of consent, the corresponding e-mail addresses can be activated online.
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.
Directory
Description
IncaMail Registered
The directory is run by IncaMail and can be viewed only by IncaMail users. It contains
Swiss Post
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IncaMail product description - Registered
directory
all e-mail 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.
eGov directory
Switzerland
The directory is run by the Federal Office of Justice in Switzerland. It contains the email addresses of all people who have registered for communication with Swiss
authorities according to VeÜ-ZSSV 2. The entries come from all approved delivery
platforms and can be accessed only via these. Registered people can decide whether
they want to be searchable for everyone or only for Swiss authorities. Further
information: www.ch.ch/e-justice.
2.5
Acknowledgements
With the acknowledgements, senders and recipients can confirm transactions. The acknowledgements are sent
to the senders and recipients via normal e-mail 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
Event
Delivery acknowledgement
The message has arrived at IncaMail.
Retrieval acknowledgement
The recipient has accepted the message.
Expiry acknowledgement
The acceptance period has expired without activity from the recipient.
Refused acceptance
acknowledgement
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.
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 3) 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 www.ch.ch/e-justice.
2
Ordinance from 18 June 2010 on Electronic Transmission for Civil and Criminal Trials and for Debt Collection and
Bankruptcy Proceedings (VeÜ-ZSSV)
3
Ordinance from 18 June 2010 on Electronic Transmission for Civil and Criminal Trials and for Debt Collection and
Bankruptcy Proceedings (VeÜ-ZSSV)
Swiss Post
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IncaMail product description - Registered
2.7
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:
Swiss Post
-
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.
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