Optimization of contract management via certified email

Are you looking for a tool to streamline the management of your company’s contracts, without affecting their legality and with full security guarantees? The certified email is the answer to the squaring of the circle that most companies are considering.

Find out what this digital and automated approach consists of, which is also a more sustainable option than traditional mail.

These are the points we develop in this text:

• Three main challenges in contract management: complexity, legal validity and delivery issues.
• The advantages of certified e-mail: better traceability and more security.
• Tips to automate certified digital shipments.

Check the differences differences between regular mail and registered mail.

Globalization and digitization in the business sector have brought about a 180° change in the way contracts are managed. Major challenges in this regard are the lack of coordination between departments, the absence of standards or the difficulty of monitoring deadlines and contractual commitments. But above all, two challenges stand out above the rest.

• Complexity in document management
  A company enters into countless contracts as part of its daily business. From everything related to the Human Resources department to financial agreements or communications with customers and suppliers.

  Another essential part of business contracts is their relationship with the different administrations. The request for grants or subsidies, the obtaining of permits or licenses are situations that usually involve a huge amount of paperwork, with the consequent risk of loss of papers or alteration of the originals.

  With the certified digital mail you get maximum guarantees of reliability and authenticity. There is no need for several people dealing with the procedures and physically moving from one place to another.

• Frequent problems in the delivery and legal validity
  On the part of the emissary, there is an absolute guarantee of the veracity and authenticity of the contracts in all its terms. But, once sent, you have no control over who receives it and when, or if there is any modification or failure in the rest of the process.

  Unless you use a certified email! In that case, you know that the reception is immediate. Of course, without any details having been altered. Therefore, it is a legally valid contract.

Keys to understand the international legal international legal validity of certified communications.

It is important to remember that certified email verifies the authenticity of the sending not only in terms of the date or identities of the receiver and sender, but also in terms of the unalterability of the content. Other specific advantages enjoyed with this document delivery option are no less important for a company, as we highlight below.

Discover how to send a certified email and what are the benefits for companies.

An uncertified mail or e-mail does not allow for the slightest control once it has been sent. Of course, we do not know with certainty if or when it has arrived at its destination.

But, even more importantly, we cannot ensure that no data has been altered during the process. This can invalidate its use in the event of claims or legal disputes, since it cannot be considered reliable evidence.

These are problems that are overcome by using certification in the sending of a company email. With the added advantage that all the modifications of the contract are kept with the maximum guarantees and with the facility of locating it quickly.

The use of the intermediation of a qualified trusted service provider implies that the authorities have ratified that it complies with the regulations on secure communications and data protection. These two factors are decisive for contracts to be legally valid.

It can be enhanced with added services such as different digital signature options. digital signature options.

Once you have detected the need to automate to automate legal communications, the first step your company should take is to contract with an approved provider that offers its intermediation service in compliance with current regulations (eIDAS2 and RGPD).

On your part, it is advisable that you acquire certain dynamics:

• It is a good idea for employees to receive an informative course so that they can get the most out of their new communication and document management tools.
• It is also a good idea to update frequently, deleting contracts that are no longer valid and organizing the archive so that it is easy to locate any mail quickly.