Digitization of legal communications in insurance companies: How companies can optimize their processes

Insurance companies work with huge amounts of highly sensitive documentation with clear legal implications. Documents are exchanged between different parties on an ongoing basis. This framework demands that the authenticity of all your legal communications be guaranteed, but also that they be streamlined.

Solutions such as certified email or the online postal burofax for the digitalization of these communicative processes serve to underpin this verification, optimizing time and reducing possible failures.

This article analyzes the keys to this procedure:

• 3 main benefits of digitizing legal communications in an insurer: minimizes failures, saves time/cost and ensures regulatory compliance.
• Specific cases in which to apply the sending of certified electronic messages.
• Mechanism for implementing a certified communications system in an insurance company.

Do you have doubts about the guarantees of digital communications? This is how the online burofax guarantees privacy and security for your company.

The world of insurance companies moves an enormous amount of documents of all kinds. In addition, a large part of their activity involves the exchange of this information between third parties, between different departments of the company itself and with legal representatives.

In this context, it is understandable that one of the concerns of an insurance company is to speed up the transfer of information. But, of course, without losing guarantees. It is clear that the possibility of digitizing legal communications is the perfect solution, because it meets both criteria, immediacy and legal validity.

Avoiding disputes and simplifying exchanges of documentation between parties are two key issues for an insurance company, as they are part of its day-to-day business. A faster and simpler mechanism needs to be implemented, without impacting the quality and accuracy of the information sent. This is achieved with digital tools such as the online bureaufax.

Online bureaufax vs. electronic bureaufax: Is it the same?

The digitization of communications has a direct impact on reducing the risk of making mistakes. Logically, the simpler the procedures are and the less documents have to be handled, the less chance of making mistakes or losing a piece of paper.

In addition, the possibility of real-time tracking of the shipment helps to have a more precise control of the process. Even if a rectification is necessary or we have made a mistake, we realize it earlier and we can send a new shipment, this one correct.

The traditional mechanism used by insurers for their legal notices was the registered mail. It is a longer procedure, which implies having to physically move and with the risk of misplacing the documents. To this must be added the cost of the paperwork and the dedication of personnel for these tasks.

With digital communications all these difficulties are solved. Shipments are immediate, secure, simpler and at a lower cost. All this, without undermining its legal validity. Depending on the level of legal validity required, you can choose one type of registered mail or another.

You don’t know the difference difference between online postal burofax or certified email?Don’t miss this article!

Reliable electronic notifications must comply with the regulations governing digital communications. In this sense, it is advisable to work with qualified providers to contract these communications services, because they are the ones that have been accredited to comply with the eIDAS 2 Regulation and the RGPD, both of European scope.

And thinking about the full legal validity, it is necessary to emphasize the importance of the digital signature. It is, undoubtedly, a tool that reinforces the verification of those involved in an electronic communication.

Find out more in our article on the digital signature of contracts: how valid is it and what are its benefits?

Certified electronic messaging systems can be used for any communication that an insurer has to make. However, there are some cases in which it is a clearly advantageous option. Always maintaining confidentiality and data protection, which are essential requirements so that they do not lose their legal validity.

It is a very effective way to legitimize cancellations and renewals to your customers. We must not forget that these situations must be communicated in an official way, it is not enough with a call or attention in the office if there is no delivery of documents.

In the claim for non-payment, the insurer has to ensure receipt by the interested party. The acknowledgement of receipt mechanism, included in the online burofax, but which can also be incorporated in a certified email, is essential to cover this requirement.

Insurers can avoid multiple conflicts with their customers by using certified e-mails for all contract modification communications. The digital notification has legal validity and immediacy. In addition, with the acknowledgement of receipt, the recipient cannot claim ignorance.

In the specific case of insurance companies, taking into account the volume of legal communications, our recommendation is to digitize those mailings. These are the steps to follow:

• Analyze your company’s specific legal communications needs.
• Look for a qualified service provider whose offer is the one that best suits your requirements.
• It is interesting to make a digitized database of your customers and suppliers. This way, access is even faster.
• Create standardized templates for different types of communications.

You have to know our PostaMail platform. It is a service specially designed to manage digital communications with legal validity. At MailComms Group we are always at the forefront of omnichannel communication.