Companies know how much they benefit from the simplification of any task. If we focus on the field of managing and sending documents, this issue becomes transcendental. For this reason, more and more companies are opting for the digitization of their communications.
However, to ensure that this agility and cost savings do not have repercussions on security or legal validity, it is necessary to adopt formulas such as the certified email. An essential tool for the digitization of legal notifications, as we will show you.
These are the aspects that we develop below:
- What are the benefits of digitizing notifications through certified e-mails.
- How to make this digitalization effective with the certified email.
Take note of the tips in this guide to send a certified email.
Advantages of digitizing communications by sending certified e-mails
Certified email is nothing more than the email we are used to, but with a transcendental difference. Its sending process goes through a qualified platform that acts as a third party verifier of its authenticity and unalterability.
That is, it guarantees the veracity of all data, from the date of sending and receiving, through the identity of the receiver and sender, to the content and documents that may be attached. Everything is certified, just as it is sent, with the certainty that it is not altered or modified at convenience.
- Saving time and reducing errors
There is not much to explain, a certified digital mail can be sent by one person, without leaving his desk and is received immediately at the destination. There is no need to get up and go through departments to obtain documents or permits. A reduction in time measured in hours and also in personnel.
But, certification has more advantages, since it avoids the possibility of making mistakes or losses/alterations in the documents or any data in the message.
Of course, a security of unalterability and protection that is maintained in the archiving process and all the time they are kept in storage.
This is the detail of the reduction in operating costs thanks to the digitization of notifications.
- Improved traceability and control of deliveries
When you send a postal mail, you lose control when you deposit it in the mailbox. Even if you certify it, you are not the one who has the information of the process. With certified email , the tracking is total and in real time. Of course, you have confirmation that it has been received and opened simultaneously.Discover the digital post office PostaMail, our proposal for your certified electronic communications.
- Guaranteed legal compliance
By sending e-mails through a qualified service provider, compliance with data protection (GDPR) and communication privacy (eIDAS2) regulations is already guaranteed.In addition, Reg Tech platforms help to comply with rules and regulations in an automated way. At MailComms Group we have CertySign, as an exclusive solution for certified digital communications.
This is the evidentiary value of the certified email in a trial.
Best practices for effective digitization with certified email
The company that decides to digitize its certified legal notices should take advantage of this new tool to get the most out of it. The truth is that the mechanism is not complex. But why not improve it? These are the practices that help to increase its efficiency:
- Implementation of certified digital identification systems. In this way, one of the most common challenges, the sending and receiving data, is overcome.
- The option of acknowledgement of receipt. It is not necessary to justify that the mail has been opened for it to be legally valid, only that it has been received. However, it can be an interesting reinforcement that is achieved simply by choosing the acknowledgement of receipt when sending.
Do you need to implement a certified digital communications system in your company? Contact us. At MailComms Group we have customized solutions in response to your specific needs.
Frequently asked questions about the digitization of certified notifications with certified email
What kind of notifications can be communicated by certified email?
For legal purposes, certified e-mail is the same as its physical paper equivalent. Therefore, it is up to each company to decide whether or not to use it in all its legal communications.
Practice confirms that it is the most common mechanism for communications with administrations, labor and financial notifications, signatures and modifications in contracts or claims.
How is the legal validity of certified digital notices ensured?
The essential factor is that the shipments are sent through a qualified server, which has been verified by the competent authorities as complying with current legislation on privacy, security and data protection.
It is also interesting to reinforce this validity with tools such as electronic signature or acknowledgement of receipt. Multichannel communication systems allow you to combine several solutions (SMS, online bureaufax, Whatsapp) to ensure that the message is received.
What tools are recommended for implementing certified email communications?
There are three essential actors for the certified sending of e-mails: the sender, the receiver and the qualified provider. The latter is the one that guarantees the authenticity and unalterability of the message and the participants. It can be reinforced with other tools such as Reg Tech platforms or digital post offices.