Sender Control for Sent Messages
DataMotion SecureMail is Sender-centric, which means the sender has more control of sent messages than with standard email.
With standard email, when a sender transmits a message, it leaves the sender�s control. Standard email typically travels across and is stored on networks and computers beyond the sender�s control, where third parties may even read or modify the content because it is in the clear (unencrypted). The sender does not receive any automatic acknowledgment that the message was received, while the recipient gains ownership and complete control of the message once it is received. On the other hand, unlike standard email, DataMotion SecureMail provides end-to-end secure data transport with compliance-grade encryption, as well as Sender-centric features such as tracking and reporting of message delivery, and post-sending controls like message expiration, password protection of the message, and the capability for message retraction.
Tracking information provides the sender with separate delivery confirmations for both messages and attachments. (Tracking information is useful to customers who need a record of receipt for compliance requirements.) Message expiration determines when the message will automatically be deleted from the sender and recipient mailboxes. Password protection allows the sender to add another level of security to the message. Message retraction capability may also be available to the sender, who can recall the message after sending it.
Sent Message Expiration and Storage
DataMotion SecureMail is primarily intended for secure data transport (�data in motion�) rather than storage (�data at rest�). Some customers do not want their messages and attachments stored while others find it useful to have them retained for a limited period of time. DataMotion SecureMail provides some options for secure retention of messages and attachments for a limited period of time.
Account storage usage is calculated based on sent messages. Received messages do not count in the storage calculation.
As the sender, you can control the expiration of messages you send either before or after sending the message. The following settings can be used to control the sent Message Expiration time:
Member Center> Account Preferences> Message Expiration: This sets the default expiration time for messages you send (1 day to 2 years standard; 1 day to 1 month for recipient-level account users). Note: The maximum allowable expiration time is defined in the user type and depends on customer requirements and the license. For example, some customers require record retention for 7 years to comply with industry regulations.
Compose> Options> Expiration: This allows you to override the default expiration time for individual messages before sending.
Track Sent> View> Advanced Options> Message Expires In: This post-send feature allows you to control the expiration time for individual messages you have sent. Note that if you reduce the expiration time to a time in the past, the message will be permanently deleted.
After a message is sent, its expiration date/time can be seen in the header information when viewing the message from either the Track Sent folder for sent messages or the Inbox folder for received messages.
Expiration of a message causes the message and any attachments to be permanently deleted from the sender�s Track Sent folder (or subfolder) as well as all recipients� Inbox folders. This occurs regardless of whether the message was opened.
Senders can protect sent messages from being deleted from the Track Sent folder upon expiration by moving them to the Track Sent Archive folder. The Archive folder allows storage of sent messages for as long as the account exists. If you move a sent message to the Archive folder, it protects only the original message in your account. Upon expiration, the message will be deleted from the accounts of those who received the message.
The sender's expiration settings apply to sent messages only. This means that saved draft messages do not expire because they have not been sent.
It also means that Inbox messages (received messages) expire according to the expiration setting made by their senders. For example, if I set an expiration time of 2 years on a message I send to Jane Doe, the message can be retained in both our accounts for a period of 2 years. If Jane Doe replies to my message and sets an expiration time of 1 day in her message, that message will expire and be permanently deleted from both our accounts 1 day after sending. If Jane moves the message to her Archive folder after sending it, it will be retained in her account unless otherwise deleted, but it will still expire and be permanently deleted from my account 1 day after she sent it.
Recipient-level accounts are ones that are created automatically for unlicensed users, and they have limited features available. Recipient-level accounts all have a maximum expiration time of 1 month for sent messages, although these users can reduce the expiration time for their sent messages to as little as 1 day. This means that if you receive replies from recipient-level users, they will expire within 1 month or less, depending on their expiration setting, even if you sent the recipient a message with a higher expiration setting or if you have a higher expiration setting for sending messages from your account.
TIP: To save a message that you have received, you can download it before it expires by using the Download Message function when viewing the message. You can also save message attachments by clicking on the attachment and selecting Save.
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