System and method for certifying and authenticating correspondence (II)

Abstract

A system and method are provided to monitor and control electronic communications. A processor is in operable communication with processor readable media, and a user interface is provided by the processor over a communication network that is operable to send, receive and report communications from a plurality of users. A database is provided on the processor readable media and accessible by the processor. A centralized messaging center is operable to receive from the processor the communications, to print the communications, to image the communications and to store the communications in a database.

Description

CROSS-REFERENCE TO RELATED APPLICATIONS[0001]This application is based on and claims priority to U.S. Provisional Patent Application Ser. No. 61 / 031,071, filed on Feb. 25, 2008 and entitled SYSTEM AND METHOD FOR CERTIFYING AND AUTHENTICATING CORRESPONDENCE (II), and is a continuation-in-part of U.S. patent application Ser. No. 11 / 451,094, filed on Jun. 12, 2006 and entitled SYSTEM AND METHOD FOR CERTIFYING THE CONTENTS OF A CORRESPONDENCE, the entire contents of which are hereby incorporated by reference herein.BACKGROUND[0002]1. Field[0003]The present invention relates generally to communication, and, more particularly, to certifying, authenticating and retaining correspondence.[0004]2. Description of the Related Art[0005]Many parties use conventional couriers, such as the U.S. Postal Service or private couriers such as FedEx, UPS, and DHL, in order to send correspondence / documentation to intended recipients. Although such couriers are frequently used, they do not guarantee complia...

AI Technical Summary

Benefits of technology

[0011]A system and method are provided for a high level of integrity, security, ease and speed for users transmitting electronic files. Preferably, e-mail correspondence is drafted by a user in a centrally provided user interface, and, when submitted, the e-mail is transmitted to a centralized mailing and messaging center, where it is processed. In one embodiment, the e-mail is modified to include a bar code on each page, the e-mail is printed, imaged, and stored. Thereafter, the modified e-mail is forwarded to the e-mail address originally provided in the recipient's e-mail address control. In one embodiment, the e-mail address provided in the recipient's e-mail address control is verified before the e-mail message is sent.

Problems solved by technology

Although such couriers are frequently used, they do not guarantee compliance with many U.S. and International regulatory requirements, such as the Sarbanes-Oxley Act, U.S. Securities and Exchange Commission (“SEC”) rulings, European Union (“EU”) directives, the Health Insurance Portability and Accountability Act (“HIPAA”), or the like.

In response to various regulatory requirements, corporations often implement miscellaneous e-mail retention programs, but are not often able to implement appropriate solutions for traditional physical (paper-based) correspondence and mail.

Prior art methods for sending physical correspondence and mail pose potentially serious risks to a corporation because the sending party has no legal way of proving what was actually mailed or sent.

Unfortunately, sending mail via conventional prior art options (e.g., First Class Mail, Certified Mail or via overnight courier service) does not guarantee authentication and / or verification of what was actually sent.

Therefore, parties sending correspondence are unable to record properly and permanently the documents / correspondence that were physically sent.

This is due, in part, to the fact that no service provider in the prior art is able to exactly reproduce the contents of a particular package with any certainty nor with any third party validation.

Current conventional mailing methods lack an ability to provide a sender with a full assurance that the contents of an envelope can be reproduced exactly.

Unfortunately, any party's lapse in securing, controlling and recording physical mail could potentially be subjected to stiff regulatory fines, legal claims, which may diminish the level of trust of your clients, customers and / or patients, should a specific piece of correspondence and / or documentation come into question or be subpoenaed in a civil litigation.

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