Frequently Asked Questions

Below are a few of the questions people ask about Docufinity Server. Select an appropriate category, then click a question to expand the answer.

  • Subscriptions
    • Can I be invoiced for my subscription and pay by check?

      Most Docufinity customers will find automatic recurring payments - either by check or by credit card - to be the most convenient. Customers wishing to receive an emailed invoice will be billed quarterly, instead of monthly. The first quarter invoice is mailed immediately after your subscription is set up. Subsequent invoices are sent out approximately 45 days before the beginning of the quarter.

    • Can I pay my subscription directly from a checking account instead of a credit card?

      Yes. For check payments, we require a copy of a check from the account you wish to use for payment. The check may be mailed, faxed or emailed to us. Please contact customer service for instructions. Once we have received your checking account information, we will automatically charge your checking account until you cancel your subscription.

  • Using My Account
    • Can Docufinity Server archive external email accounts?

      Not at this time. We are developing a product that will archive email from any any POP3 or IMAP email account, however, Docufinity Server only archives those emails that are hosted under the organization's domain name(s).

    • Can users delete emails that do not need to be retained?

      Only administrative users can physically delete email. This prevents users who may not be trained in public records retention from inadvertently deleting emails that are required to be archived.

    • What are the hardware and/or software requirements for Docufinity?

      Because Docufinity Server runs on our servers, there are no hardware requirements for administration. Our administration console is designed to function in all modern web browsers, including Internet Explorer 9+ as well as browsers on mobile and tablet devices. Email users can continue using whatever email client they are accustomed to using.

    • Does Docufinity archive email attachments?

      Yes. Attachments are preserved along with the rest of the email.

    • Does Docufinity preserve email headers?

      Yes. Headers, which are considered part of the public record, are archived with the email.

    • Can I have more than one administrative account?

      Yes. In fact, there are three types of administrative account roles - Master Accounts, Administrators and Primary Accounts. Each role can accommodate multiple users.

    • What is the difference between Master Accounts, Administrator Accounts and Primary Accounts?

      Primary Accounts can search and retrieve emails from all users. Account preferences enable you to decide whether Primary Accounts can permanently delete emails and whether or not they can add, edit and delete Email Addresses.

      Administrator Accounts can search and retrieve emails from all users and can permanently delete emails from the archives to save space. Administrators can also add, edit and delete Primary Accounts as well as Email Addresses.

      Master Accounts have all the abilities Administrator Accounts do, plus they can make changes to the subscription and payment settings. They can also add, edit and delete all types of accounts, including Primary, Administrators and other Master Accounts, as well as Email Addresses.

    • Does my username portion of my email address need to be unique?

      Email usernames (the portion of the email address to the left of the @ symbol) only need to be unique for the specific domain.

    • What happens if I accidentally delete an email that I needed to keep?

      If an email that should have been preserved is deleted, please contact Docufinity immediately. We may be able to retrieve the email from a backup if contacted soon enough. A small fee will be charged for this service.

    • Are there any limitations on what, how frequently, to whom I send email?

      Common sense applies here. While there are no concrete limitations, “spammy”, illegal, offensive or abusive actions will not be tolerated by Docufinity. Remedies available to us range from warnings to suspension of individual accounts or even cancellation of your entity's subscription. Docufinity will immediately notify law enforcement of any perceived illegal activities and will cooperate fully with law enforcement agencies who provide subpoenas for records.

    • How long are emails kept on your system?

      It depends on your subscription, however our most common packages are kept for 10 years. The most recent two years' emails are available live on our servers. Emails from two to five years old are stored on our archival servers, but must be restored to our live servers by our staff before they can be searched. Emails old than five years old are stored offline and can only be accessed by Docufinity staff. If you require access to archived or offline messages, please contact customer service.

  • Privacy
    • Are emails I send and receive kept private?

      Emails archived the Docufinity Server system may be viewed by the subscriber's Administrator, Master and Primary Users, as well as by Docufinity staff. Docufinity will only ever access your email under one of these three circumstances:

      1. Upon request by an administrative user for your account to search and retrieve certain emails
      2. General monitoring to assist in bug fixes or other improvements to our system
      3. Under subpoena from the appropriate legal authorities
    • Can a member of the public search emails my entity stores on Docufinity?

      No. Searches may only be conducted by an administrative user for your account.

  • General Questions
    • Can Docufinity make a presentation at our upcoming meeting?

      It is not always possible for us to attend meetings in person, however we would be happy to present Docufinity Server and answer questions via a web conference. Please contact us with a few possible dates, and we will try to schedule a time that is convenient for you.

    • Our Public Records Policies regarding electronic communication are badly out of date. Can you help?

      As a service to our subscribers, Docufinity can review current or proposed policies and provide suggestions for improvement. We may also have sample policies that other government entities have given us permission to share. If you need a policy review, please contact our customer service staff.

    • What forms of communication are considered public record?

      In many, if not most, states, courts and legislators have specifically identified emails as public record if they pertain to official government business. This is true regardless of whether the account is “official” or not. Many states have also identified text messages, instant messages and forms of social media as open records, and the trend is toward wording public records laws to include future technology in whatever form it takes.

Email archival and retention doesn't have to break the bank. With plans as low as $149 per month, Docufinity Server can fit within even the tightest budgets.

© Docufinity, LLC 2020