Table of Contents
- What is certified email and how does it work in professional offices?
- Main advantages of certified email for professional offices
- How certified email streamlines communication with customers and partners
- Tips for implementing certified email in professional offices
- Frequently asked questions about the advantages of certified email to streamline communication in professional firms
A large part of the daily work of a professional office, regardless of its business sector, involves document management. The exchange of sensitive information, the confidentiality of which must be preserved as much as its legal validity.
Certified email addresses these two priorities, while streamlining processes and saving costs. Too many advantages not to go into all that this system entails.
Ensure the validity and reliability of your business communications with our Certified Email service.Protect your business and comply with regulations the easy way!
This is the structure of the topics we developed:
- Definition of certified email and applications in the offices.
- Advantages of its use.
- How communications with customers and partners are streamlined through certified e-mail.
- Mechanism of implementation of certified digital mails.
Discover how to automate legal communications via certified email.
What is certified email and how does it work in professional offices?
Surely by now in your professional career, you are familiar with sending e-mails as a mechanism for exchanging information at all levels.
You use it to communicate with your colleagues, superiors and also with customers and collaborators. With the certification, what you get is to avoid problems of legal validity in case of having to attach these messages as evidence in a dispute or claim.
The certified digital mail has the figure of a qualified trust service provider who acts as a witness or external notary. This service provider, approved by the competent authorities, is responsible for verifying that all the data and the content of the message are authentic and have not been altered, neither during sending nor during storage.
It is clear that the guarantees of this communications system are very valuable in the day-to-day running of a professional office. All messages processed in this way can be used as reliable evidence and, in addition, preserving the confidentiality of the data and with full security. A way to operate with agility and efficiency in an inevitably digitalized environment.
Here you can review the differences between regular mail and registered mail.
Main advantages of certified email for professional offices
Companies are often reluctant to change. Especially those that have been running a system for a long time and have done well with it. But, these firms should ask themselves, how well should we aspire to, what is the level of failure, and, of course, what is the cost to the company? And, of course, what is the cost to the company?
Certified e-mail offers three major benefits in the crucial issues that need to be addressed with respect to business communications.
- Security and legal validity in communications
Qualified providers guarantee compliance with current legislation on security and data protection. To achieve this qualification, they undergo an exhaustive analysis by the competent authorities to verify such compliance. - Saving time and reducing administrative costs
Certified e-mails are very easy to manage. A single employee, from his or her computer, can handle the entire process in just a few minutes and the recipient receives it immediately. There is no doubt about the savings in time and personnel involved.
But, no less important is the economic savings. To begin with, the cost of these messages is cheaper than traditional postal mail and other certified digital communications. To which we have to subtract the cost of physically moving if you do not use services such as online postal Burofax.
And there is still another aspect that is not minor. Let us remember that they are reliable communications, as long as they are made with a qualified service provider. This eliminates the possible legal expenses derived from having to demonstrate its legal validity in case of contestation by any of the parties in conflict or claim.
This reduces the operative costs of digital communications. - Improved traceability and document control
Certified email is normally managed through a platform. Imagine it performing the same functions as a conventional post office: the customer arrives, his identity is certified, the documentation is checked, everything is enveloped and the shipment is sealed.
The package is stored until it is delivered (in this case immediately), either directly into the post office employee’s wallet, or by the corresponding means of transport if it is going to another location.
A little complicated to track the message all this time? Where is it at any given moment? Could it have suffered a loss or damage? With the digital office you can track in real time and there is a safe custody all the time it is needed.
These are the main differences between certified email and online postal bureaufax, two forms of digital communications with legal validity.
How certified email streamlines communication with customers and partners
Today’s business world is globalized and highly competitive. Any advantage that a professional firm has in terms of communications and document management puts it in a privileged position with respect to the rest.
Certified e-mails are a tool that plays in your favor in this regard in three essential areas.
- Fast notifications and with legal constancy
The whole process of elaboration, sending and reception is much more agile, it can be processed in a few minutes. This immediacy is a clear advantage when it comes to resolving customer queries or even closing contracts.
All this with full security, confidentiality and legal validity. - Efficient tracking of processes and agreements
The certification of digital mail allows you to have a traceability of each message in real time.
But, in addition, modifications and changes are stored together. This way, you find the information you need to consult quickly and efficiently, without leaving anything out. - Increased trust and professionalism
Speed in management is an attribute that your customers or suppliers will identify with professionalism. Not only because they feel attended in all their interlocutions, but also because it generates a maximum confidence with the fulfillment of deadlines, so important in labor relations or with the administrations.
Finally, the automation of communications reduces the risk of failures or document alterations to the point of virtual elimination. Again, a matter that increases confidence in the work of your firm.
Tips for implementing certified email in professional offices
Once again, we put the focus on professional firms that have been in the market for a long time. The minimal investment involved in adopting a certified digital communications system will be compensated from the first minute. And, in the case of entrepreneurs, it is a way to save costs in the initial outlay involved in starting a business.
It’s easy to demonstrate, because implementing certified email in a professional office is as simple as:
- Choose the shipping platform managed by a qualified and trusted service provider that best suits your needs.
- Have a computer and internet connection. You don’t have to change your internal systems. Just look for a provider that guarantees compatibility with the usual ones (ERP, CRM, ECM).
- Be sure to choose the appropriate level of certification according to the legal validity required for each message.
Contact us! At MailComms Group you will find a customized solution for your certified digital communications.
Frequently asked questions about the advantages of certified email to streamline communication in professional firms
Is certified email valid for international communications from an office?
In Europe as long as it is done through a Qualified Trusted Service Provider, in order to comply with IDAS2, the regulatory standard in the EU.
In other countries, it depends on national regulations. But, it is interesting to count on the electronic signature, whose legal validity is recognized practically all over the world.
What are the minimum technical requirements to use certified email in a professional office?
All you need is a computer with an internet connection, a web browser and an e-mail address for the sender and another for the receiver. With this, you can choose a reliable platform of trustworthy electronic services and contract with the selected one.
What guarantees does certified email offer against possible legal disputes?
In principle, it has reliable evidentiary value in all legal, financial, labor or commercial fields. The level of validity can always be increased with tools such as electronic signatures, acknowledgement of receipt or various certified identification systems .