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The digitization of communications is the main protagonist of the business transformation of the 21st century. It brings immediacy, legal certainty, cost reduction and total reliability. Incidentally, it is also a tool that is aligned with the commitment to sustainability. Within the different solutions, the certified email service provides specific advantages for document management that should be highlighted.
These are the contents we focus on:
- The transformative role of certified e-mail in the digitization of companies.
- Improvements in document management: legal guarantees and traceability.
- Benefits of integrating certified digital messages in business digitalization.
We explain how to send a certified email.
The role of certified email in the digital transformation of companies
What is digitizing? It is the replacement of certain analog or even manual tasks by digital systems. There are many areas of the company in which this digital transformation can be applied and, undoubtedly, one of the most important is that of communications and document management.
We have been seeing for years how agility is gained by sending emails. Even more so if the advantage of automating these communication processes and even integrating them with AI is taken advantage of. And that’s all well and good, but the security element and the possibility of not altering those messages was missing.
This is the qualitative leap made by integrating certified email. It maintains all the aforementioned benefits and fills the authenticity gap, essential to guarantee the legal validity of these emails, their participants and contents.
We review the differences between ordinary and registered mail.
By the way, implementing certified digital notifications is very simple, your company does not have to undertake a large investment, nor change its IT equipment or the systems with which it works (ERP, CRM, ECM).
Just make sure you hire the services of a qualified and trustworthy service provider, better if it has technological platforms that make possible an integral experience.
How certified email improves document management
Digital mail with certification should not only be analyzed as a tool for communication. They are a very interesting tool for improving document management.
What does this mean? Basically, it is not only about sending information or documents with guarantees. It also improves its archiving and storage, as well as the way in which it can be consulted. We develop these aspects, which are really interesting.
Legal guarantees and legal validity of digital documents
A company signs contracts, makes budgets, sends payments, makes claims, makes proposals to potential customers… An endless number of activities that have a common element, documents or information are exchanged. Digitizing this document exchange is useless if it cannot be used in the event of claims or legal disputes.
With certified email you get two reinforcements at the same time. On the one hand, the assurance that these emails comply with all current security and data protection regulations . On the other hand, these documents can be used as reliable evidence in court.
This is the probative value of the certified email in lawsuits.
Control and traceability in the sending and receiving of documents
This is the second area in which certified e-mails improve a company’s document management. We are referring to how it facilitates the tracking of each message in real time, in addition to having immediate information on when it was received and opened.
This time control is important, for example, when legal deadlines must be met.
Advantages of integrating certified email into digital business processes
Finally, it is interesting to remember the specific benefits of certified email as an integrated tool in the digital transformation of your company.
- Reduction of costs and administrative time
A single person, without moving from his post and without the need for specialized training, takes care of the entire process of sending the certified email. Much faster. And we already know that time translates into money in a company.
By the way, a reduction in costs that is accounted for in the elimination of specific expenses such as paper, ink, physical transfer or enveloping and postage. - Increased efficiency and workflow automation
The use of certified email minimizes the risk of errors, alterations or loss of documents and sender and receiver identities. If we add the time savings, it is evident how efficiency, even productivity, is gained. - Regulatory compliance and data protection
Hiring a Qualified Trusted Service Provider guarantees compliance with eIDAS2 and the GDPR. It should be remembered that in order to achieve this qualification, the provider has undergone an exhaustive analysis by the competent authorities.
At MailComms Group we are committed to quality and innovation in digital communications. Therefore, we offer a comprehensive and personalized service, contact us and we will advise you on different solutions.
Frequently asked questions about certified email and enterprise scanning for secure document management
How does certified email guarantee the security of digital document management?
It is an absolute guarantee, since there is a third party involved that verifies the entire process, with date, identification of the participants and unalterability of the content. However, reinforcement elements such as acknowledgement of receipt or electronic signature can be adopted.
What documents can be sent and stored using certified email?
Any type of document can be managed and archived in PDF format. However, it is most often used for contracts, notifications or claims. In general, HR, finance and legal departments are the most common users of this tool.
Can certified email be integrated with existing document management systems?
In fact, the most interesting thing is to go for an omnichannel communications certification system. This means integrating postal and digital communication in all its formats (SMS, web, social networks).
What are the benefits of certified email for regulatory compliance and data protection?
If done through a qualified trusted service provider, full compliance is ensured, in particular because it complies with IDAS2 and GDPR.