Human Resources professionals have a huge amount of activity related to contract management. In an area where confidentiality and agile communications can make all the difference, certified email emerges as a key tool. Its concrete benefits for companies dedicated to labor issues are really interesting.
This is how we developed this analysis:
- The positive effects of using certified e-mail to manage employment contracts.
- Its legal validity and the tools that help to reinforce it.
You may also be interested to know how to use the online postal burofax in dismissals and sanctions.
Benefits of implementing certified email for HR contract management
Certified emails are a fast, efficient and secure method . For this reason, companies are immersed in a process of transformation of their communications to implement this type of instrument. Even more so, taking into account that tools such as certified email have full legal validity in claim processes, mediation or before the courts that assume labor disputes.
Each company knows better than anyone its activity and, therefore, what solutions it prioritizes when implementing a certified digital communications system. However, reality shows that needs are shared if we analyze by sector.
In the case of those dedicated to Human Resources, it is essential to establish accessible, reliable and agile flows between employer and employee. Communications about work-related issues are very sensitive and require discretion and security, as well as legal guarantees. And these are just some of the aspects that are reinforced with certified email.
Simplification of processes
Today’s world of work is much more dynamic than it was a few years ago. Personnel changes, changes in the legal framework or transformations in the companies themselves have a direct impact on human resources management. As a result, the volume of communications is higher and constant.
Certified e-mails simplify this process. Less time can be spent and it can be handled by fewer people. In fact, only one manager is needed to process the entire mailing without having to leave his or her workplace. With the advantage that this digitization eliminates most of the bureaucratic errors that are key to avoid claims or complaints.
Think about the different contract models, agreements with external collaborators or something essential such as the management of ERES and ERTES or dismissals. With certified email these tasks are streamlined.
This is how the automation of legal communications by certified email works .
Guarantee of communications
We have already mentioned that labor matters are particularly sensitive, which means that maximum security and authenticity are required in the data and documents handled. With our service, the originals do not have to be manipulated, so there is no possibility of their deterioration or loss.
But, in addition, it is a service supervised by a qualified trusted service provider, who certifies that the content has not been altered. With the added value of certified custody for a minimum of 5 years.
These are our credentials as a credentials as a qualified provider of certified services.
Follow-up of each employee’s work cycle
The relationship between employer and employee is not limited to the job interview and the signing of the contract. Human resources experts distinguish 5 stages: selection, recruitment, onboarding, working life and termination of the relationship.
It is easy to imagine the amount of legal communications behind each and every one of these steps. Without a doubt, certified email improves the experience for both employer and employee.
Increased flexibility and discretion
Many of us still have in our minds the image of that colleague entering the Human Resources office and the flood of comments he generated. With certified email, all procedures and queries are done without leaving the office, no one is the wiser.
Moreover, it is even more discreet than a phone call, which can be overheard and has no legal validity.
Improved image as an employer brand
Attracting and retaining talent is one of the objectives of companies and Human Resources departments. In an increasingly competitive world of work, skilled workers are one of the greatest treasures of a company.
Today’s employees value not only working and financial conditions. They also opt more for companies with which they feel identified and which provide them with a more personal and efficient service.
The use of certified email for work-related communications helps to improve the employer’s perception of the company.
The legal validity of certified email for contract management in human resources companies
Finally, we cannot fail to emphasize the value as reliable proof of any contract that is sent via certified e-mail. For the avoidance of doubt, thanks to the qualified trusted service provider providing the service, there is a certification of the following events:
- Emitter
- Delivery (making available at the destination host).
- Content, including attachments, if applicable.
In addition, in the specific case of sanctions or dismissals, the requirements of labor legislation are incorporated. Basically, the communication must be dated and include the reasons for the sanction or termination of the contract. With the certified email, it is verified that the content of the message has not been altered. It is the HR department that must take care of drafting it in compliance with the provisions of the Workers’ Statute for the communication of a dismissal to be valid.
At MailComms Group we advise you on the different certified communication solutions you need for the digital transformation of your company. Get to know our platform Certysign, for omnichannel communications with full legal validity.
Frequently asked questions about the advantages of certified email for contract management in HR companies
Can certified email fully replace paper employment contracts?
Employment contracts managed by means of certified e-mails have full evidentiary validity. Therefore, in the field of human resources, they are comparable to the traditional format. Keeping the paper alternative is recommended in other sectors, where more emphasis is given to permanence such as wills or deeds.
Does the certified email comply with the contractual requirements to notify a dismissal or sanction?
Yes, as long as the message includes the date of the communication, the receipt of the person involved and details the causes of the termination or disciplinary claim. In other words, the employer must draft the content in compliance with the requirements of the Workers’ Statute or other labor regulations that affect it. The certified email verifies that the content has not been modified.
How can an HR company guarantee the receipt of contracts managed with a certified email?
The certification mechanism itself includes delivery (destination host). In any case, using an omnichannel platform, other solutions (SMS, bureaufax and WhatsApp) can be incorporated in case there is no reception of the email after several attempts.