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If you're like most people, you think of the US Postal Service for physical delivery. In recent years, the USPS has broadened their services and offers an electronic postmark (EPM), which complies with the Electronic Signatures in Global and National Commerce Act of 2000 (ESIGN). The service provides features such as:

- Ability to verify the validity, authenticity and integrity of a Word document

- Ability to confirm electronic delivery of an EPM'd document

- Long term retention of receipts (7 years)

The service does need some setup for the sender and receiver. The sender needs to open an account with the USPS and download software that adds a toolbar to Microsoft Word. The process takes about 20 minutes if you have broadband access. If you have Office 2003, the software may already be installed under toolbars as USPS EPM.

One item to be aware of is Microsoft Outlook has an option to add information to a Word file when you send it by email. The extra info invalidates the electronic postmark. Fortunately, the setup program tells you of this issue if it detects Outlook and recommends you disable this option.

Unlike their earlier service, you no longer need a digital certificate, which makes the setup easier. If you're the sender of the document, you first need to purchase a block of EPMs. The price is 80 cents an EPM when you buy a block of 25. There is also a sliding cost structure based on the number of EPMs you purchase.

Once your account is setup and the software installed, it's easy to apply electronic postmarks. In the area where you normally sign your name, you insert your electronic postmark. If you need the other party to counter-sign, you could insert an EPM for them as well.

The next step is to double-click the electronic postmark graphic, log into your account and supply the email recipients. A dialog will open with your email address pre-filled. You can send up to a 2mb document to five email addresses. You also can supply more text about the document that the recipient will see when they open their email. This field is particularly useful if you often send documents to the same party as it provides an extra reference point.

Once you click OK, your EPM graphic will change and display your name. The relay process also sends your document to your recipients. Shortly thereafter, you'll get a mailing confirmation from the USPS with your timestamps and the list of recipients. Even though the document is sent from the USPS, they do not review the document. They operate as a trusted third party to record, send the document, and store the hash code that uniquely represents this document.

The process for the recipient is a little trickier, but doable. The first key is to realize the email does not show your email address, but the United States Postal Service. This makes sense as the postal service is used to verify the authenticity and delivery of the document. However, if the recipient isn't aware of this fact, they may overlook your document.

The recipient gets an email with a description of the attachment and instructions to follow to access the file. It's important they read the instructions as it specifically mentions they should not convert the file if they get a warning from Microsoft Word. The recipient is also required to install software, but they do not need to open an account unless they need to assign their own electronic postmarks.

On opening the document, the recipient may need to enter in their email address if the sender requested a return receipt. This also triggers another email message to the sender. At this point, either party can click the electronic postmark and see the verification details including time stamps and email addresses.

Admittedly, the process takes a bit to get used to just as the first time we filled out a courier air bill. Once you've done the process a couple of times, you'll appreciate the convenience and cost savings over other delivery methods. The biggest obstacle is how the recipient will like the service. Clearly, some people won't like having to install more software to accommodate your needs. Others will adapt quickly and appreciate the added security.