Being able to centralize communications in a single software platform means, in general, ensuring that your data won't be lost and always keeping an eye on the status of your business processes . Specifically, optimized certified email management makes it easier for users to carry out their tasks, as well as helping organizations comply with current legislation .
What is PEC and why you should digitize its management
PEC, or "Certified Electronic Mail," according to AGID – Agency for Digital Italy, " has the same legal value as a traditional registered letter with acknowledgement of receipt. To certify the sending and receipt of a PEC message, the mail provider sends the sender a receipt that constitutes legal proof of the message's successful delivery and any attached documentation. Likewise, the provider sends the sender a receipt confirming the message's successful (or failed) delivery, with a precise time stamp ."
This tool has represented a very strong accelerator of document digitalisation, but on the other hand, it has entailed the need to establish different workflows .
It's crucial, for example, to remember that certified email providers are required to retain proof of delivery for 30 months, but current legislation regarding document retention requires companies to retain receipts for 10 years . Each organization, both private and public, deals with multiple certified email providers (depending on the various parties with whom it communicates) and, consequently, must manage and retain multiple receipts for shipments and deliveries. It's immediately clear how significant the benefits of a tool that handles all of this .
What does it mean and why should you equip yourself with a tool for managing email and certified email?
Managing certified emails means monitoring a certain number of messages sent to multiple users – often using multiple managers – and integrating communications with those from other email accounts , including traditional ones.
Having a single platform that provides effective tools for integrating systems and digital archiving is essential for sending, receiving, sorting, and then storing everything efficiently and easily. It also ensures a secure location that protects against the threat of data loss.
Finally, a single platform represents a very useful container from which to draw information, making content sharing immediate .
The benefits of technology applied to PEC management
Leveraging the most advanced technologies for certified email management has undeniable practical advantages. The benefits of automated management can be grouped into two main areas: greater efficiency and productivity, and a stronger corporate culture of digitalization.
More productive and efficient right away thanks to digital PEC management
An important and immediate benefit of adopting a certified email management tool is having your certified email inboxes always empty . This eliminates space issues.
This tool also enables the automation of all the components of a message flow, from message creation (handling both multiple and bulk sending) to incoming message sorting. It also takes care of the providers used , offering users a single interface —a solution that simplifies and speeds up the work of operators and optimizes communication management times and costs .
Advanced certified email management software tracks completed tasks, updating the history as they occur and flagging issues and priorities to protect the company from individual errors and distractions. Each user can create a calendar to group all their messages and track their progress .
To this last point, it is worth adding that you can set the retention period for each message, always keeping in mind the requirement to retain certified emails for at least ten years.
Finally, there are solutions that allow for bulk sending , meaning you can securely and simultaneously send certified emails to multiple recipients. This further accelerates procedures while maintaining, of course, the personalization, confidentiality, and legal validity of the sent content as if sending individual messages.
Increase the culture of digitalization and collaboration with certified email management software
certified email management tool also plays a key role in digital transformation. Using this type of application helps foster a culture within the company that is more focused on collaboration and increased productivity .
Technology can support users by providing, for example, dedicated fields for message protocol numbers and for writing notes for colleagues.
This translates, among other things, into facilitating the creation of workflows that allow for faster processing of applications , simplifying processing and subsequent data retrieval. It will, in fact, be easier and quicker to perform searches, filter information, prepare reports on the PEC sent at the frequency required by your organization, and so on.
security and information protection benefits of using software that automates certified email management . This allows you define permissions and access policies for messages and the more or less sensitive data they contain, based on the company's hierarchical organization and/or activities. This makes certified email management tools a valuable ally in ensuring regulatory compliance : just think of the GDPR and everything related to privacy.
Overall, therefore, a certified electronic mail management tool can qualitatively improve the work of companies that adopt it, from several points of view. The benefits are evident in terms of agile, paperless, and compliant management of document procedures accompanied by a perhaps less concrete but equally important advantage : that of enabling the shift towards a more modern organizational model , suited to the needs and requirements of the present and the near future .
