Certified Email: bringing security to business communications

A company needs to maintain a constant flow of communication, both externally and internally, but the transmission channels must be agile and efficient for the system to work. But the transmission channels must be agile and efficient for the system to work. Enough? No! In addition, it is essential to ensure the security of business communications, considering that data and information are sometimes extremely sensitive. Certified email is the safest formula, as we will show you.

We develop the topic by focusing on these points:

• Reasons why business communications via certified digital mail are so secure.
• The companies that benefit most from this security.
• How to strengthen security in corporate communications.

In addition to being secure, certified email is key to the digitization of companies.

When we talk about security in business communications, we refer especially to two issues: the protection of the information that circulates and compliance with current regulations.

Both basic rules are met in business communications by means of certified digital mail. However, provided that the service is provided by a qualified service provider.

In addition to technological protections, your company can optimize security by applying a few simple protocols in terms of usage procedures. It is not complicated, it is a matter of:

• Keep access to shipping platforms under control.
• Assign personnel who have received specific training to this type of management.
• Maintain a follow-up and monitoring of the system, performing regular analysis to detect failures or update solutions.

By the way, size does not matter in this case. Certified e-mails are just as useful for increasing security in business communications:

• Large firms: Larger firms have a huge volume of communications. The increased security and traceability of certified emails is a great advantage that influences the fluidity.
• SMEs: businesses with fewer staff and resources benefit from cost and time savings, with the assurance that all data protection standards and directives are met.

Don’t miss this information about how certified email contributes to the digital transformation of SMEs and large companies.

What company does not want to implement a secure means of communication? In the case of certified email, we have already seen the extent to which it optimizes security. Without a doubt, it is an advantage that no company wants to give up. But it is especially interesting for some areas, among which the following stand out.

The legal and insurance sectors are more sensitive to the need to guarantee the security of their communications, and both are highly regulated sectors that must be able to demonstrate with evidence that they comply with certain rules. In these messages, contracts are processed, claims are filed, a revision of conditions is requested or notifications are made. All this documentation requires maximum privacy and data security.

In addition, the recently approved Mediation Law gives special relevance to certified e-mails as a reliable means of communication.

Here is all the information on the accreditation of accreditation of negotiation attempts in this new legislation.

Companies engaged in financial activities are also affected by this new need for Appropriate Means of Dispute Resolution (ADR). Therefore, the choice of certified email is for them an optimal choice in some cases.

However, this is not the only reason. There is one that affects them specifically, the regulation corresponding to Money Laundering. And it is that the certified email serves to show that a determined and not altered information was sent and received at a certain moment of the contracting process of a financial product.

To manage labor relations, it is essential to guarantee the privacy of communications. The certified email is perfect in this sense, so much so that it is totally secure to manage the most sensitive cases, such as sanctions or dismissals.

Beyond guaranteeing privacy, it provides the necessary evidence in the event of litigation to prove that the communication was carried out under the terms required by law.

We refer more specifically to those affected by the Customer Services Bill. A regulation that requires certain companies (essential supplies, passenger transport, electronic communications, etc.) to have a free and accessible customer service. The certified email complies with all the conditions required by this regulation.

Find out more about this Customer Services Act and its relation to certified communications.

Finally, it never hurts to have options to further increase that security. This reinforcement, in the case of certified email, is obtained by adding elements such as:

• Acknowledgement of receipt, which confirms that the e-mail has been received and read.
• Electronic signature, especially interesting for everything related to contract management.

At MailComms Group we guarantee you a qualified service of certified communications. We highlight our high performance platform Certysign.