How the online postal burofax facilitates regulatory compliance in the financial sector

Traditionally, the use of the postal bureaufax has been more than generalized by companies as a means to make notifications that require full legal validity. The digital transformation highlights the advantages of opting for the postal online bureaufax in these same cases. One of the sectors most benefited by this digitalization are financial companies, precisely one of the areas with the most demanding regulations and standards that are met, in part, thanks to this tool.

We develop the topic focusing on its most significant aspects:

• We review the change from the postal bureaufax to its online version and the benefits of the latter option.
• Applications of the online postal burofax in notifications requiring legal validity in financial companies.
• How the online postal bureaufax ensures strict regulatory compliance in the financial sector.

It is interesting to remember the step-by-step operation of the online burofax.

Can you imagine sending a postal bureaufax easily, without leaving your computer and guaranteeing its legal validity? That is the qualitative change achieved with the online postal bureaufax. The total certification of the evidences of the communication is maintained, but gaining in comfort, since it is not necessary to go to the Post Office.

And that is not the only benefit of digitizing the sending of bureaufaxes:

• Time and cost savings. Your company only has to take care of sending the correct information through the platform.

  At MailComms Group, we have a specific platform, PostaMail, which guarantees the security and privacy of the data, we also have our own facilities and staff to print and envelop with all the guarantees and security.

• Reduction of the risk of errors or fraud. Less manipulation of the original documents and fewer people handling that information means less possibility of losing or altering them. In addition, there is a real-time record of the information, which prevents it from being altered.
• Agility. At this point it is very interesting the Electronic Proof of Delivery (PEE). This tool is the digital formula of a paper proof of delivery, collecting the electronic signature of the receiver. It maintains all the legal validity with the advantage of being faster and more secure.
• Traceability: Platforms such as PostaMail are able to show at all times the status of each shipment and its result.

Consult what PEE consists of and its applications.

Financial companies manage a high number of certified communications due to the very nature of the issues they deal with. The automation enabled by the online postal bureaufax is undoubtedly one of the keys to its successful implementation in this sector.

How can we not aim to streamline and simplify the sending of this volume of communications? And even more, with the certainty that its evidentiary reliability is maintained . This saves time and resources and reduces the possibility of committing errors or fraud. But, above all, it is decisive because it is a guarantee that all the rules that apply to this sector are complied with.

Thus, it is not surprising that the online postal bureaufax is chosen for a wide range of communications in the financial sector:

• Claim of invoices and non-payments. The payment obligation and due dates are legally recorded.
• Notifications of breach of contract. In commercial relations, for example, to give legal notice that a clause is not being respected, or even that a contract has been broken.
• Mass mailing of a change in the terms of an agreement or in the rates.
• Response to customer or supplier complaints.
• Communications with public authorities or agencies.

You can consult how to claim an unpaid invoice using the online burofax.

All companies are subject to two types of regulations, those specific to their sector and others of a general nature. In the case of financial companies, moreover, we are in one of the most regulated environments due to the type of activities they carry out.

• Digital identity, security and privacy in communications. These are basic concepts of the financial business and are also critical. There are multiple regulations that regulate them, from the EU with the eIDAS2 and the RGPD, it is covered with the online bureaufax.
• Prevention of money laundering and financing of terrorism. An essential regulation within the EU to protect the financial system and the integrity of the economic system.

With the online postal bureaufax, compliance with these regulations is guaranteed because there is certainty that the sending, receipt and storage have been carried out. The Qualified Trusted Service Provider in certified electronic delivery takes care of obtaining, certifying and safekeeping all the evidences related to the sender, the shipment itself, the delivery and the custody, all without the possibility of alteration of the data or information.

The second virtue of the online postal bureaufax format is that it allows complete traceability. Each dispatch is registered in a digital platform. This allows real-time consultation of the status of the document.

At MailComms Group we provide your financial company with the most advanced tools for the management of certified communications. Get to know our platforms Postamail o Certysign to see for yourself.