Advantages of using certified email for document and contract management in companies

Document management is an intrinsic part of business activity. Regardless of the sector in which a company operates, it is always essential to manage contracts, budgets, claims or labor notifications.

The certified email is a communicative answer for the companies of the XXI century. A system for sending documents immediately, with full legal validity and that reduces costs and time. We explain the advantages of incorporating it into your company.

We will focus on the most relevant aspects:

• Advantages of managing business documents by certifying your e-mails.
• Types of contracts that can be managed via certified email.
• Tips to incorporate buromail for your company’s document delivery.

Do you know how to send a certified email? We show you step by step.

It seems impractical to continue using paper and ordinary mail as the only way to continue managing documents in a company. In these digitalized times, what can stop a company from taking advantage of the speed and convenience of electronic media?

The most widespread concern has to do with the delicate issue of legality. This is the key. Document management in a company implies that the authenticity and unalterability of any document must be guaranteed. It is essential that it is valid in court and that it can be used as reliable evidence in any field that may be claimed.

Confirm here the probative value in a trial of the certified email.

All of these elements are present if you use certified email. In fact, the summary of the benefits of implementing certified email could not be clearer:

• Tracking and traceability
  Not only do you receive a confirmation of receipt of the message, but you have access to every step of the process since everything is recorded. Real time knowledge so that you have maximum control.
• Security and inviolability
  The supervision of every detail of certified electronic communications is in the hands of an external third party. The presence of this provider, best if qualified, verifies that no data has been altered, in addition to identifying the parties. In addition, it works under the guidelines of the general framework of the RGPD and IDAS2, which implies maximum security and privacy of communications and the parties involved in them.
• Access and preservation
  Documents are stored with maximum guarantees of unalterability and with all their information together. That is to say, any modification of a contract or related notification is stored at the same point. This makes it much easier to consult any data and not to lose information. It also makes it quicker and easier to locate.
  Finally, this safe custody is kept as long as the company decides or as long as it is necessary, from a legal point of view.
• Simplification of document management
  Digital procedures are simpler and faster. All you need is a computer and access to a communications service. One person manages everything. This has really interesting advantages for your company. For a start, the risk of errors or loss is reduced. And, of course, there are time and cost savings.

It doesn’t matter the sector in which your business activity is developed. Nor its size or turnover, since the cost of using certified electronic means for document management is affordable for all budgets. What’s more, for small companies, the savings in costs, time and personnel involved are more than interesting.

At this point, there is only one aspect left to highlight, its versatility, all the applications of this message system in the business activity of your company. In fact, it would suffice to say that it can be used to send any document. However, to be more precise, the maximum level of reliability is achieved with the online postal bureaufax.

Normally, certified email is prioritized in this type of contract:

• The management of the HR department. It is valid for all notifications, from the contract itself or dismissal, to sanctions or change notices.
• Notices of contract modifications or terminations.
• In the financial area: submission of quotations, sending of information, bank statements, confirmation of transactions and claims.
• Communications with public administrations.
• Relationships with customers and suppliers, including changes in commercial conditions.

Are there differences between the certified email and the online postal bureaufax? Clarify your doubts!

By now, it is normal that you are aware of how advantageous it is for a company to automate its legal communications. To take the last step, we think it is interesting to give you some tips to make this integration the most efficient way for your interests.

• Study your company’s document activity to choose the certified electronic communication service you are most interested in.
• Consider opting for multichannel communications. With the same provider you get access to the certification of different formats such as email, SMS, burofax or Whatsapp.
• Reinforce the legal validity of document management by choosing among the different types of electronic signatures.

At MailComms Group we have a comprehensive platform, CertySign, to make it very easy for you to manage your certified emails. Among other options, it allows you to select the level of legal authenticity you need for each message.