Digital transformation sometimes comes to companies more slowly than desirable. One of the areas in which it is crucial to make this change as soon as possible is business communications.
The effectiveness of tools such as certified email is directly proportional to how easy it is to implement and, above all, to its essential role in reducing legal risks. We remind you of the advantages of adopting this mechanism for your business.
In this analysis, we focus on two essential issues:
- Why email reduces legal risks in business notifications.
- What are these risks that are minimized: identity fraud, alteration of documents and lack of proof of delivery.
This is how certified email allows you to automate your company’s legal notifications.
Certified email: key tool for minimizing legal risks in corporate notifications
Corporate communications are an irreplaceable part of business activity. And they are so on a multiple scale: in their relations with customers, suppliers, internally and, in addition, with the authorities.
All these messages and document exchanges must be carried out through mechanisms that guarantee the veracity of the information, the transparency of the process and the identification of the participants. This is not a whim, but an absolutely essential requirement.
Why? Because any business communication can be the subject of claims or used as evidence in conflicts of interest. The company needs to be covered, with communications of full legal validity, to be sure that it can bring its messages to court.
For this, legal communications are unmatched by traditional postal methods. An automated, immediate system, verified by third parties, reduces the possibility of failures, alterations or lack of contrast, as we analyze in more detail.
Do you know how to send a certified email? This guide explains it to you.
Common risks in corporate communications and how to mitigate them with certified email
On other occasions, when talking about certified e-mails and their advantages, a more generalized analysis is made, highlighting their immediacy, their versatility or the savings in time, costs and personnel involved. These are undoubtedly very interesting qualities for automating corporate communications.
But the benefits in the field of legal validity are so important for the management and operation of a company that they deserve a specific chapter. And, in particular, with regard to how a certified digital message contributes to reduce the main problems that can question this character of reliable proof.
- Fraud and impersonation
One of the first issues that are alleged to refute the legal validity of a communication is the identification of the participating agents. In certified email, identities are validated.
To avoid identity fraud in certified digital messages, there are tools such as biometric verification, user authentication, DNI Wallet or video identification. - Loss or manipulation of documents
It is clear that mail automation in itself implies a lower risk of making mistakes, since tasks are simplified . In addition, it is possible for the same person to manage everything without moving from his post, so it is much less likely that papers are lost, damaged or manipulated.
The tools that further increase the traceability of legal documents sent are the electronic signature and the use of certified communications platforms.
Discover CertySign and PostalMail, our proposals for your digitized postal communications. - Lack of proof of delivery and receipt
Finally, the certified email verifies that the mail has reached the addressee and has been received. Moreover, in the same sending process you can select even more detailed options such as acknowledgement of receipt.
Discover the main differences between certified email and online postal bureaufax for businesses.
At MailComms Group we propose you to address the digital transformation of your company through certified multichannel communications. Telematic solutions that minimize the risk of legal deficiencies and that adapt in a personalized way to your needs.
Frequently asked questions on reducing legal risks in corporate communications using certified email
How does certified email help reduce legal risks in corporate communications?
The certification process is performed externally, by a trusted service provider whose validity has been accredited by the competent authorities, following an analysis of its competencies. This third party corroborates the authenticity and unalterability of the communication at each of its stages. There is a thorough control on the traceability of the mail, its content and its reception.
What types of legal risks can be avoided by using certified email?
With this type of automated communications , errors, losses or manipulations in the documents are reduced. Nor can the identity of the participants in the process be supplanted. Finally, delivery and receipt are certified, so it is not possible to claim that the shipment has not been received.
Is certified email valid as legal evidence in courts and audits?
Yes, it is a reliable proof because a qualified third party ensures the authenticity of all data and verifies that they have not been altered during the process.
Is it enough to use certified email to comply with all legal regulations in communications?
Yes, as long as you use a delivery platform managed by a qualified trusted service provider, you are guaranteed to comply with the IDAS2 and Data Protection regulations that currently govern digital communications.