Being able to centralize communications in a single software platform means, in general, being sure not to lose your data and always having an eye on the status of business processes. Specifically, optimized PEC management makes it easier for users to carry out activities, as well as supporting organizations in complying with current legislation.
What is PEC and why digitize its management
PEC, or "Certified Electronic Mail," according to a statement published by AGID - Agenzia per l'Italia Digitale, "has the same legal value as a traditional registered letter with return receipt. To certify the sending and receipt of a PEC message, the mail operator sends the sender a receipt that constitutes legal proof that the message and any attached documentation have been sent. Likewise, the operator sends the sender a receipt of successful (or failed) delivery of the message, with precise time stamps."
This tool has been a very strong accelerator of document digitization, but on the other hand, it has meant the need to establish different workflows.
It is crucial, for example, to remember that certified mail operators are required to keep proof of delivery for 30 months, but current regulations regarding document retention require companies to keep receipts for 10 years. Each organization, whether private or public, has to deal with different PEC managers (depending on the various actors with whom it has communications) and, as a result, has to manage and keep multiple receipts of dispatches and deliveries that have taken place. It is immediately apparent how significant the benefit brought by a tool that takes care of all this can be.
What does it mean and why get an email and PEC management tool?
PEC management means monitoring a number of messages sent to multiple users-often using multiple handlers-and integrating communications with those arising from the other mail accounts, including traditional ones.
Having a single platform that provides effective tools to integrate systems and do digital archiving is essential to send, receive, sort and then store everything efficiently and easily. You are also assured of a secure space that guards against the threats of losing data.
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 PEC management has indisputable practical benefits. The benefits of automated management can be grouped into two macro areas: greater efficiency and productivity, and more corporate culture of digitization.
More productive and efficient right away thanks to PEC management digital
An important and immediate benefit of adopting a PEC management tool is having PEC boxes that are always empty. This allows you not to have to deal with space problems.
This tool also makes it possible toautomate all the parts that make up a flow of messages, from their creation (taking care of both multiple and mass mailings) to the sorting of what arrives. Everything, taking care of the providers used as well, offering the user a single interface, a solution that can simplify and speed up the work of employees, and optimize the time and cost of managing communications.
Technologically advancedPEC management software keeps track of work done by updating the history as it progresses and flagging problems and priorities so that the company is safe from errors and distractions by individuals. Each user can set up an agenda where they can group all their messages and check their progress.
Adding to this last point is the fact that the retention period of each message can be determined, always keeping in mind the obligation to keep PECs for a minimum of ten years.
Finally, there are solutions that allow bulk sending, that is, sending PEC messages to multiple recipients securely and simultaneously. This means further speeding up procedures, while maintaining, of course, the personalization, confidentiality and legal validity of the content sent as if making individual mailings.
Increase the culture of digitization and collaboration with a software of PEC management
APEC management tool also plays an important role from a digital transformation perspective. Using such an application helps promote a culture in the company that is more focused on collaboration and increased productivity.
Technology can support users by providing, for example, dedicated fields for the protocol numbers of the messages themselves and for writing notes for colleagues.
Among other things, this translates into facilitating thecreation of workflows that enable faster disposal of files, facilitating 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 cadence needed by one's organization, and so on.
Finally, one should not overlook the advantage regarding the security and protection of information assets derived from the use of software that allows the automation of PEC management. Through the latter, it is, in fact, possible to define permissions and access policies to messages and the more or less sensitive data they contain, with ease, according to the hierarchical business organization and/or activities. This makes the PEC management tool a valuable ally on the regulatory compliance front: just think of GDPR and everything related to privacy.
Overall, then, a PEC management tool can improvere qualitativthe work of thecompanies that adopt it, in several respects. I benefits are obvious in terms of agile management, paperless and compliant of document procedures. These are complemented by an advantage perhaps less concrete but of equal importance: that of enabling the shift toward a more modern model of organization, adapted to needs andd needs of the present and the near future.
