PostMyDoc Business

Document Handling Certificates

Every envelope a business sends through PostMyDoc gets its own certificate: a chain of custody from the moment its documents arrive to the moment they are deleted, with the lodgement with Australia Post. Private to your business, and anyone you give it to can check its ID and fingerprint against PostMyDoc’s records.

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Three Document Handling Certificates and a flame-and-padlock document icon on a navy desk. Headline: Encrypted in transit. Encrypted at rest.

What a certificate records, line by line

One certificate per envelope. A batch to twelve recipients issues twelve, each with its own ID and fingerprint. Times are shown in ACST or ACDT, like every PostMyDoc timestamp.

Recipient and documents
Who the envelope went to, and the files inside it.
Shows which documents went to whom.
Received & encrypted
The date and time your documents arrived and were encrypted at rest.
The start of the chain of custody.
Enveloped
The date the envelope was printed and sealed, where that is recorded.
Shown when the mark exists.
Lodged via Australia Post
The date PostMyDoc lodged the envelope with Australia Post, and the time where one is recorded.
The record for a deadline.
Permanently deleted
The date and time the documents were deleted from our systems, within 24 hours of dispatch.
Proof that Burn After Reading happened.
Fingerprint
A code computed from the certificate’s record: its ID, the order, the document, the received, lodged and deleted times, and our ABN.
Anyone can check a certificate’s ID and fingerprint against PostMyDoc’s records.
Delivery
Not on the certificate.
Followed in your portal, the email notifications and Australia Post tracking.

Private to you. Checkable by anyone you choose.

A certificate stays inside your portal, private to your business. When someone needs proof, you decide who gets it.

  1. 1

    Download

    Open the order in your portal and download the envelope’s certificate.

  2. 2

    Share

    Send it to whoever needs it: a client, an auditor, a court, the other side.

  3. 3

    Check

    They enter its ID and fingerprint on the public verify page, no account needed.

  4. 4

    Confirm

    The page says whether that ID and fingerprint match a certificate PostMyDoc issued. It shows no details, so nothing private leaks.

When a certificate earns its keep

Proving it went before the deadline

Rent reviews, land notices, formal demands, anything with a notice period. The certificate records the date it was lodged with Australia Post, and the time where one is recorded, and anyone you share it with can check its ID and fingerprint against PostMyDoc’s records.

Showing the documents were destroyed

For privileged, medical or financial documents, the certificate records when the documents were deleted, which is the question a careful client asks.

Audit trails

Every envelope, every order, every user on the account, with a certificate for each envelope sitting against the order in your portal.

Disputes about sending

“You never sent it” meets a signed record of when the envelope was lodged. For delivery itself, the envelope’s portal timeline and Australia Post tracking carry the record, with Australia Post’s signature on delivery for signature services.

The certificate is PostMyDoc’s signed record of how an envelope was handled. It is not an Australia Post receipt, it does not record delivery, and whether it satisfies a particular legal requirement is a question for you and your advisers.

Certificate questions

Is there a certificate for every envelope?

Yes, for every envelope sent through your business portal. One order to twelve recipients issues twelve certificates.

Does the certificate show delivery?

No. It covers custody, from the moment the documents arrive to the moment they are deleted, and the lodgement with Australia Post. You follow delivery on the envelope’s timeline in your portal, in the email notifications and on Australia Post tracking.

Where do I find a certificate?

In your portal: open the order and each envelope has its certificate, ready to download.

Who can see my certificates?

Your business, through your portal. The public verify page confirms whether a certificate’s ID and fingerprint match one PostMyDoc issued, and shows none of its details.

Does it cost extra?

No. Every business envelope comes with its certificate.

How precise is the lodgement entry?

It shows the date PostMyDoc lodged the envelope with Australia Post, and the time where one is recorded, in ACST or ACDT.

Still have a question? Email business@postmydoc.au and we’ll reply within one business day.

More from PostMyDoc Business

A certificate for every envelope, from your first order

Apply for a business account and we will reply within one business day.

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