How to integrate certified email into legal and HR workflows

Legal advisors and those responsible for the labor area are key players in the internal and external relations of a company. A large part of the volume of their work is related to the processing and sending of documents. Certified email is an essential tool for streamlining these tasks, preserving their legal validity and reducing the risk of mistakes.

The certified email service for companies offers an efficient and legally valid solution for your internal and external communications – find out how to apply it!

Digitizing the communications of these two departments by means of certified e-mails brings interesting advantages for a company, as we will review.

On this occasion, we develop these issues:

• Reasons for using digital mail with certification in legal and work activities.
• Applications in a legal department.
• Applications in the labor department.
• Benefits of implementing email with certification in the legal and labor area of a company.

So you can automate legal communications with certified email.

In the introduction we already gave the keys to understand the role that certified e-mail plays in the day-to-day management of law firms and HR departments. There is no doubt about its immediacy and the savings in time and resources that it provides to a company.

But, there are more benefits of great importance. Above all, the legal validity of this type of legal validity of this type of digital communications. For the activity of these business departments this is an essential factor, to be able to use these certified shipments as reliable evidence in case of claims or even if you have to go to court.

We do not forget either, because of their special relevance, everything related to security, respect for legislation or privacy.

You are interested to know in detail how certified email guarantees data protection.

Actually, certified e-mails can be used for all types of procedures, formalities and communications that leave the legal offices of a company. However, this specific form of certified communication is usually reserved for certain tasks, as opposed to others in which the online postal bureaufax is prioritized.

These are the main cases in which certified email is usually integrated into legal tasks.

Sending legal notices with legal validity

Certified electronic messages guarantee, as well as the unalterability of the content. Therefore, they can be used for any notification of a legal nature, as they can be used as reliable evidence.

Contract management and formal communications

Thanks to tools such as electronic signatures and certified identification systems available as complementary services to digital communications, the legality of contracts and other documents is even greater.

We show you some practical examples and uses of electronic signatures.

Risk reduction and evidence in legal proceedings

One of the advantages of certified email for document management in a legal department is that it significantly reduces the possibility of errors or misplacement during sending.

Automation and supervision by a qualified third party simplify the process and strengthen verification. This avoids some of the most common problems that invalidate their use as legal evidence:

• Fraud or impersonation.
• Loss or modification of documents.
• Confirmation of delivery and receipt.

Those responsible for labor matters in a company are among the professionals who benefit most from the implementation of this certified digital communication tool. We can highlight these three strengths:

• Notifications to employees (incidents, dismissals, contractual modifications)
  This greatly speeds up your work, while limiting the possibility of making mistakes. It is important to bear in mind that the issue of errors is very delicate when dealing with issues such as salaries, schedules, functions or complaints and absences in the workplace.
  It is equally important to guarantee the discretion of these communications, for the same reason of handling sensitive information. And, undoubtedly, their legal validity. All these are conditions that are agglutinated in the certified email.
  Discover how to notify a dismissal in a legal and effective way, ensuring regulatory compliance and respecting the rights of the worker.
• Improved traceability and registration of work communications
  These certified mailings have another advantage: they can be tracked in real time.
  It is also very interesting that all modifications are archived together, which makes it easier to find the information quickly. And, in addition, the custody is safe for as long as it is needed for legal matters.
• Regulatory compliance and internal audits
  Sending through a qualified trusted service provider means that the relevant authorities have checked that you are fully compliant with IDAS2 and Data Protection Regulation. This offers a double layer of security.
  But, in addition, working with a RegTech platform makes it easier to comply with the various legal regulations, more efficiently and at lower costs.
  We delve deeper into the advantages of certified communications for HR management.

We summarize the advantages of using certified e-mails in two key departments of a company, legal and labor.

• Saving time and administrative costs
  Email is an immediate delivery system, which simplifies procedures and is cheaper to process than postal mail. A single person, from his or her workstation, can handle the entire procedure, which saves time and costs.
• Improved security and legal compliance
  Documents pass through fewer hands and do not have to be physically moved, ensuring greater discretion and less risk of alteration or loss.
  In addition, using platforms from qualified providers ensures compliance with all applicable regulations, not only national, but also European and international.
• Increased efficiency and internal transparency
  Procedures and formalities are simplified and there is less risk of failure, resulting in greater efficiency. Any employee can take care of these procedures, an operational advantage for companies.

This reduces operating costs with the digitization of legal communications.

Thinking of implementing certified digital communications in your company? At MailComms Group we offer you to work with CertySign, our platform for the integrated management of your digital certifications.