Advantages of using online postal bureaufax versus traditional methods

Companies increasingly need to communicate with their customers, suppliers or employees, and with the increasing volume of document exchange, it is important to simplify internal processes while maintaining the security and legal validity of these communications. Part of this activity is substantially improved if online postal bureaufax is used instead of traditional systems. It is undoubtedly a key formula in the digital transformation of companies.

To better understand this renovating role, we develop these aspects:

• The differences in operation between the online postal bureaufax and the traditional methods, especially the letter and the postal bureaufax.
• Main advantages of its use.

What is an online burofax and how is it sent?

There are many communication channels for sending documents. Depending on the sensitivity of the issues, the deadlines or the legal security requirements of the matter being handled, it is necessary to use those that reinforce issues such as full traceability or legal backing of each submission.

Traditionally, this extra verification was provided by the certification mechanism for postal items. This is a formula that verifies that the shipment has been sent and certain data relating to it (date, sender and receiver), as well as allowing a certain degree of traceability. Until not long ago, this certification could only be requested by physically going to the post office or some courier companies, where there were two possibilities.

This type of mailing only certifies whether the letter has been delivered or returned (the reason is specified) at its destination. Nothing is verified as to the contents of the letter. As a consequence, it is not a method that has full legal validity.

Undoubtedly, the online postal bureaufax has notable differences with respect to the registered letter:

• There is complete traceability of the entire process.
• The content is guaranteed to be unalterable.
• Compliance with all current legal requirements
• The following evidence is collected and stored: sender, delivery (made available on the destination host), contents (email/HTML and/or attachment) and recipient identification.

As a result, it is a tool with full legal validity, which can be used as reliable evidence in any legal dispute. With the advantage that the management is completely digital, without having to physically move in any step of the process.

In this case, there are more points in common with the online postal bureaufax, especially in terms of full legal validity. However, you have to physically go to an office to send it. The digital mechanism wins in agility and cost savings, because you do not have to move from your desk to send it, you use the computer.

The postal bureaufax online also presents differences with respect to other electronic communications, as you can see.

Nobody doubts that the online postal bureaufax is a tool for the modernization of companies. It combines the best of the physical and digital worlds in communications, that is, the physical delivery of the document, with the agility of digital channels.

It helps to speed up and reinforce the security of legal communications, while reducing the costs and time spent on these matters. But let’s take a closer look at these issues, which represent a decisive step forward in the management of certain tasks in a company.

The requirement for an online postal bureaufax to be accepted by the judge in a litigation lies with the provider contracted to provide this service. This must ensure that the evidences collected on the communication process and those generated in their systems, are produced as established in the regulation (EU) 910/2014 eIDAS.

To send a postal bureaufax online , there is no need to move or handle the documents, or at least the handling of the documents is reduced to a minimum. This means that there is less chance of them getting lost or damaged. It is the provider’s professionals, in their secure facilities prepared for this activity, who take care of printing and enveloping.

In addition, the service can be customized through integration with the corporate systems of each company. This makes it possible to digitize the sending and tracking of communications, guaranteeing a more agile and secure workflow.

It is important that the online postal bureaufax is managed through a Qualified Trusted Service Provider in certified electronic delivery. This qualification guarantees effective compliance with the European regulatory framework on data security and privacy (RGPD and LOPDGDD).

Companies that have a large volume of notifications on a continuous basis, will notice a great change in agility and simplification of tasks by digitizing the management and monitoring of these communications with online postal bureaufax.

The online burofax provides transparency and maximum traceability, in addition to being a more agile and simple mechanism.

In the end, using this mechanism for reliable notifications simplifies the procedure and increases your confidence, because it is perceived as more secure. All this results in an improvement of communication and relations in general.

At MailComms Group we are convinced of the importance of certified digital communications and the boost they can give to your company. Meet our platforms CertySign o PostaMail and you will find numerous situations in which to use them.