For information on ITAR Compliance, visit http://www.pmddtc.state.gov/regulations_laws/itar.html
Due to rapid changes with government policies, additional documentation can be found at www.ecfr.gov
MailRoute’s wholly owned subsidiary MR Compliance Solutions deals specifically in this area of customer compliance with regulatory bodies. For more information, please contact firstname.lastname@example.org. MailRoute is providing this information without opinion and notes that users must ensure their own compliance.
MR Compliance Solutions has many customers who require ITAR compliance and use MailRoute to assist with that need.
MailRoute meets the specifications set out by those who are required to meet ITAR compliance. We are not required to register with the DDTC (Directorate of Defense Trade Controls), the body that oversees ITAR compliance, since we are not a manufacturer, broker, or freight-forwarder.
MailRoute service is an excellent way to isolate your mail servers from the rest of the world. Once you're up and running with us, you can restrict your servers to accept connections exclusively from our block of IP addresses, so that nobody but MailRoute can connect to your servers.
MailRoute Compliance Solutions' services provided shall be performed only by U.S. Person employees, as defined in the International Traffic in Arms Regulations (22 CFR 120), Section 120.15, of MailRoute. Additionally, all services, including accessing and storing services, will be within the United States.
Frequently Asked Questions from ITAR-compliant Companies
When email is delivered to our hosts through your mail hops are any copies of said communications retained on any of your servers for any reason?
MailRoute categorizes each message that comes in for our customers: clean, spam, virus-infected, messages with bad headers in violation of the email standards, or emails containing banned file types.
Clean messages are immediately relayed to your servers. The other categories may be immediately delivered, with optional subject-line or header modifications, or they may be quarantined. This is an option you may select domain-wide, or each mailbox may have a different setting, if you so wish. It's completely configurable.
When the message first arrives at one of our datacenters, it is queued on disk, and held there until successful delivery, or optional quarantine is complete. It is then erased.
If the message is to be quarantined, it may sit on our servers for approximately 2-3 weeks so that you have the option to review them if you so choose. At the end of that period, it expires and is automatically deleted.
If your email server is down, we will queue the email on our servers until your server is back in operation, at which time the email will be relayed to your server, and then removed from ours.
Where are the servers that said information is stored?
All of MailRoute’s datacenters are currently in the United States: Los Angeles, CA; Reston, VA, and Chicago, IL.
Do any non-US citizens have access to said information?
No. All full-time employees and contractors who have access to any server in production (any machine handling any customer data) are US citizens. Our support staff are all in the US and are US citizens - they may access delivery details, logging information, or customer settings, but have no access to email content. Physical and root access to the servers is very tightly controlled, and provided to just a handful of people - primarily myself, as CEO and chief architect, and two other system administrators, with whom I have worked for many years.
We do have contractors who handle some front-end web programming for our control panel. They do not have any access to the servers that process email. They write the code for our interface, which is reviewed by our internal developers, and tested internally before deployment. Their code does not modify, nor does it interface with clean or delivered email in any way. The only access their code has to any email content at all is for email that is quarantined, to allow a user to view said quarantined email via a web-based interface. At some point, we may offer logging and reporting data through this interface, but we do not do that at this time. Once again, these contractors have no access to any of our production servers. They work on their own development environment, submit their code for review, and after approval, our US personnel deploy it on our production servers.
Do any of our forwarded emails pass through servers that are not in the US?
No. All incoming email will come to one of our US datacenters. Of course, if the sender is from outside the US, it will, naturally, come from its point of origin; but once it hits us, it stays entirely in the US. When we deliver the email, we will relay it directly to your mail servers.
When our email is queued for later delivery if/when our email server is unreachable are these queued messages stored outside of the US?
No. We do anticipate opening up one or more international datacenters in the next year or so. But our architecture allows us to specify which datacenters will handle email for particular customers. Customers will be able to opt to balance their traffic globally across all datacenters (preferentially utilizing the datacenter closest to them, or closest to the email sender), or they will be able to limit it to specific national regions. You would be able to have all mail processed within the US, for example, and our EU customers could opt to have all mail processed by the servers there.
Our customers currently change the MX records to "mail.mailroute.net". This balances email processing across all our datacenters (which are all currently in the US), based on geographical location, datacenter performance and health, etc. When we do open non-US datacenters, customers will be able to opt to use that global MX record, a US-only one (e.g., "mail-us(dot)mailroute(dot)net"), or MX records for specific regions ("mail-eu(dot)mailroute(dot)net" or "mail-asia(dot)mailroute(dot)net" and so on).
Even when we have these non-us datacenters, we will restrict access to the US datacenters and servers to US citizens.
How does MailRoute store metadata or basic delivery information?
We store basic delivery information for email that passes through us: the equivalent of the outside of an envelope, along with information about the classification and eventual delivery of the message. This is currently stored indefinitely. Customers may have the option for this to be stored for a more limited time, with only aggregated data stored long-term (for trend analysis, etc.).
The type of information stored looks like this:
2013-12-20T06:38:53+0000 gw01.lax01(dot)mailroute(dot)net Q S postmaster(dot)itei.cn tj(at)terramar(dot)net "" <2f09adc3-1017-46d7-b611-3ef7ecaf4b38@dcmx(dot)instrnet(dot)com> 559.257 1702 3dm0fL3ggqz21rD
Breaking it down, that is the:
Date/Timestamp in GMT
The server that handled this email
Q = Quarantine
D = Delivered
C = Clean
S = Spam
V = Virus
H = bad Header
F = banned File
Data about message (i.e., virus name, name of banned file, etc.)
Message size in bytes
Message Queue-id so that we can locate mail server relay info (which is only kept for 7 days).
For shorter-term quarantine and diagnostic purposes, we also store the IP address of the sending server as well as the subject of the message. These are removed after 2-3 weeks, but we may offer an option to store that longer for customers at some point in the future.
MailRoute’s wholly owned subsidiary MailRoute Compliance Solutions deals specifically in this area of customer compliance with regulatory bodies. For more information, please contact email@example.com.