How We Do It: Your Email's Journey to Legal Certification

Many registered email solutions are complex or impose restrictions on the user.

The philosophy of eEvidence is different: we do not replace your usual email, but we secure it through a simple, transparent process compatible with your existing tools. This certification method is backed by an international patent that guarantees its technical and legal solidity.

But what exactly happens from the moment you click “Send” until you receive your evidence certificate? Below we explain the complete flow, step by step.

1. Reception: The Invisible Beginning

The certification process begins the instant eEvidence receives the email. This mechanism works in both directions:

• Emails you send to third parties through us.
• Emails third parties send to you that you receive through us.

In both cases, the registration is completely transparent. The recipient does not need to do anything, neither install software nor interact with the system. Certification happens in the background.

2. Processing: Capturing the Digital Fingerprint

Before the email continues its journey, the system performs its internal analysis. At this point, unique digital fingerprints (hash) are calculated for:

• The complete content of the email.
• Each attached file, individually.

These fingerprints mathematically link each element to the final evidence. If a file generates that hash, it is unequivocally the original file. There is no room for interpretation.

3. Delivery: We Act as a Standard Mail Carrier

Here lies one of the keys to the system: we do not alter the normal functioning of email, but rather eEvidence behaves like any conventional and legitimate SMTP server:

• It connects to the recipient’s mail server.
• Delivers the message.
• Records the technical data of that transmission.

It is important to differentiate what is certified and what is not:

• What is proven: that the email was accepted by the destination server.
• What is not proven: that the recipient has opened or read the message.

From a technical and legal standpoint, acceptance by the server is what constitutes valid delivery.

4. Evidence Generation (eEvid.Cert)

Once delivery is confirmed, the system generates the eEvid.Cert.

It is not a simple acknowledgment of receipt, but a complete and self-contained PDF document that includes:

• Relevant information from the headers.
• Names and digital fingerprints of all related files.
• Technical data of transmission and delivery.
• A complete copy of the original email, encapsulated within the PDF itself.

Finally, this document is electronically signed, guaranteeing its own integrity, and is made available to the user. The entire process is completed, on average, in a matter of seconds.

The Final Result: What, Who, and When

Upon completion of the flow, you not only obtain a file, but a complete technical and legal response to any future dispute.

The system objectively certifies:

• WHAT the email contained (content and attachments certified through hash).
• WHO sent it and to whom it was addressed (technical identity of the involved servers).
• WHEN it was sent and delivered (exact date and time).

Additionally, through the inclusion of a timestamp in the daily evidence report, the exact moment when that content existed is fixed. If the hash existed on that date, the email and its content did too.

More Information: This certification method is protected by international patents (EP 2 805 455 B1 and US 9,742,722 B2). You can learn more details about the patented technology in our article: The eEvidence Patent: Why Our Registered Email Technology Is Unique.