Webinar: Registered Emails - The alternative to traditional registered mail

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On January 17th, we will be holding a webinar, promoted by CCIP and with the participation of CustomerComms, on the subject of registered emails.  

This solution is yet another digitalization lever and we believe it will be truly transformative for many business processes currently supported by registered mail. 

Here are the main reasons for opting to send registered e-mails: 

1. has proof of the content sent  

The certificate associated with each shipment has legal validity and includes the content, the date and time of shipment, the sender and recipient and the status (traceability). 

2. Full traceability of the process 

In the certificate it is possible to check whether the email has been sent, delivered and read if the delivery server transmits this information with a date and time association for each of these moments. 

3. Delivery is immediate 

The speed of email compared to a letter, with no need for physical production, signature collection or postal delivery, allows you to meet tight deadlines and speed up critical processes. 

4. Lower unit shipping costs 

The savings on materials, postage and resources needed to streamline the process are clear. 

5. Digital archive always accessible 

No need for files, space or confusing searches, the registered email is always protected in a secure archive and is easily searchable and accessible.  

Join us for this webinar, register here

 

5 reasons to stop sending registered mail

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Change is always something that makes us uncomfortable. However, when we talk about digitalization, change typically takes us to more efficient and successful environments.

Let's focus on "message delivery" processes. There are many scenarios in which the message is so important that it requires greater control over delivery. It was for this reason that, in the days when paper was the protagonist, registered mail appeared.

Could it be that this need for greater delivery control is slowing down the digitization of some processes? Actually, it shouldn't. Quite the opposite. There are already tools that allow us to send registered e-mails with the same legal value as simple registered mail and with several advantages that make it even more efficient and much safer than the traditional alternative.

Let's take a look at the 5 reasons why you should choose to send registered emails:

1. has proof of the content sent

Unlike registered mail, in the digital version you get proof of the content actually sent. Each time you send a registered email, you will receive a .pdf report associated with it, digitally signed by a trusted service provider. In this document you can check the status and extract the content of the email you sent.

2. Full traceability of the process

Whereas with registered mail you only know when the communication has been delivered, with email you can follow up completely. In a consultation portal, you can check whether the registered email has been sent, whether it has been delivered and, if the recipient's email server allows it, you can check that the email has been opened.

Soon, it will also be possible to make the delivery of the message dependent on the authentication of the recipient. This feature will make it possible to legally match registered mail with acknowledgement of receipt with delivery restricted to the recipient. With this document you will have absolutely irrefutable proof of receipt of your communications.

3. Delivery is immediate

As with any other email, the message is delivered immediately which, compared to registered mail, which takes several days to arrive, brings significant advantages. In many cases, we'll be speeding up the process by two weeks, which is a huge increase in efficiency with potentially critical effects in terms of revenue if we think about billing situations, notification of changes in conditions, etc.

4. Lower costs

A registered mail process involves paper, printing, enveloping and registered mail. Plain registered mail costs €2.35 (may be more depending on weight), non plain registered mail costs €2.75 and the following additional costs may be added to this:

  • Acknowledgment of receipt: €1.30 (€0.99 for quantity)
  • Self-delivery: €1.15

(The prices referred to were those available on 9/11/2022 on the CTT website: https://www.ctt.pt/empresas/encomendas-e-correio/enviar/correio/enviar-para-portugal/correio-registado)

Although registered email involves very specific certification and archiving requirements, its cost will be more attractive than the paper process.

5. Information always accessible

Since the communication, as well as the associated certificate of submission, is securely archived digitally, you can access it quickly and easily whenever you need it. Whether it's to clarify a question, confirm compliance with reporting requirements or for any other reason, the report and the evidence are always at hand.

Does your company still have processes supported by registered mail? Do you have doubts about the security of your files that you have already digitized?

Contact us and together we'll find the most agile, profitable and secure way to digitize your processes.

Talk to us

4 reasons to think about Multichannel Production & Distribution

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Since 2014, Contisystems has been managing customer communications for various entities, mostly banks. And if it all started with printing, the truth is that, over time, the scenario has changed.

The so-called Printing & Finishing, which includes printing, enveloping and forwarding for dispatch, was the basis of this customer communication management activity. However, it quickly evolved into much more than Printing & Finishing. With document production (from data files and templates), sending by email, digital archiving and API connection, among others, the offer has expanded and made our Customer Communication Management solution more complete.

If 2020 was the year to give this offer a name and arrange it differently, with the appearance of Unicks, the name Printing & Finishing was resistant and remained, even though we knew that the solution behind it went far beyond the name. Now, at a time when digital activity is outstripping print activity, it seemed like the right time to adjust this nomenclature.

As you can see on our website, the solution is now called Multichannel Production & Distribution, a name that is much more faithful to the activity currently carried out in this area and which covers all of Printing & Finishing and much more. We invite everyone to think beyond P&F and migrate to an R&DM perspective.

Here's a short list of 4 reasons to think about R&DM and not just P&F:

  • The complementarity of channels brings much greater richness and efficiency to communication.
  • The direct articulation between channels allows for simple changes in preferences, promoting greater agility in the migration to digital.
  • The centralization of all channels in a single partner reduces the risk of exposure of personal data.
  • The digital file can be made available from a support or self-care app.

Contact us, let's exchange ideas on this topic!

Talk to us

To maintain long-distance relationships you need up-to-date contacts!

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In a world where we call our family and friends more than we visit them, what can companies expect from face-to-face relationships with their customers?

Do I visit my family and friends or my bank?

Technology has brought effective alternatives to face-to-face communications for many situations, but it still can't replace a hug. We believe that customers would rather spend their time visiting and hugging their family and friends than visiting a store, a bank branch, a broker's office or any other space owned by their "supplier". It is therefore important for companies to be prepared for efficient remote communication with their customers, who will prioritize everything that brings them the most emotional value when they physically travel.

Yes, I would welcome a request for feedback via whatsapp!

Although remote contact channels are already very varied, the cell phone (with all the communication formats linked to it) and email are still the most common and accessible for most customers. But how quickly are cell phone numbers and email addresses changing? Are companies keeping up with the dynamism of their customers?

A change of job, address, marital status or simply state of mind can be a reason to "reset" many things, including your email address and cell phone number. 

And if it's already a challenge to collect this customer data initially, it will be even more of a challenge to keep it up to date, wouldn't you agree?

Contact sanitization, really?

Among the many routines that must be maintained in customer relations, remember to sanitize contacts. Establishing a circular checking routine, using some contacts to confirm or update others, is essential for maintaining a healthy relationship. In an example where the cell phone you have on record doesn't respond to a confirmation request, you could use email to get the new contact.

Today there are many techniques and tools that allow you to create high-value content in truly distinctive formats. What good is all this investment and effort if the contact is not up to date and the content doesn't reach its destination?

Simple and quick or not so simple?

Establishing these circular checking routines takes time and dedication, but you don't have to do it alone. With the help of Unicks, for example, you can get full support in building contact certification schemes that you can run regularly and ensure that the relationship with your customers is not disrupted.

Get to work!

Learn more about Unicks Contact Certification

Get to know Cardportal: our self-service portal.

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We offer our customers a self-service portal, "CardPortal", and today we want to tell you a little about this tool.

If you are already our customer and user, then we thank you for your trust and for joining this channel of communication with Contisystems.

If you're already a customer of ours for payment solutions and you're not yet a user, then surrender, you'll see that it's worth it.

If you're not our client or don't know what we're talking about yet, then this article is for you.

What is Cardportal?

Cardportal is a reserved area, accessible with a username and password provided by Contisystems, where key users from each client company can autonomously access up-to-date information on Payment Solutions services.

Why was it created?

This portal was created following suggestions from our customers that were received in the satisfaction survey, but also in order to make our processes ever more agile and our service more efficient.

What features are available?

There are currently 3 areas available on this portal:

  1. Stock - consult the available stock of cards for each of the contracted references
  2. Production - consultation of completed customizations with information on shipping dates and formats
  3. Merece - consultation of the number of kilos collected and the status of each batch collected(only available to Merece members)
  4. User management - password recovery options, adding and removing users (only available for admin users)

What does it promise us for the future?

Our aim is to concentrate future features on this portal that will prove relevant in the quest for a better and more efficient service. Likewise, we are receptive to input from users in order to make it ever more complete and user-friendly.

We want to do our best for you!

Betting on Continuous Improvement

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The Industrial and Technological sectors are becoming increasingly competitive and the search for "Continuous Improvement" is nowadays a permanent commitment for organizations in order to strengthen their position in the market.

The demand for high efficiency and maximum quality, rising production costs (equipment, raw materials and labor) and strong opposition from competitors are some of the challenges that make it increasingly important to ensure that processes are monitored, with a focus on performance improvement results.

With this in mind, in 2017 we started our Kaizen Project (a Japanese word meaning Change for the Better) because it is essential for Contisystems to succeed in implementing a Continuous Improvement program, as a basis for being able to "Keep Promises and Captivate Customers with Products and Services of Excellence", while remaining a prosperous and dynamic company, as we committed to in our Company Plan.

Following the Lean methodology applied to Production Management (originating in the Toyota Production System (TPS) created by Taiichi Ohno), one of our main objectives is to eliminate Waste within our organization. Waste is any activity that does not meet the customer's needs or expectations and for which the customer is not willing to pay. Although it may seem that all our activities are useful, most of the time spent in an organization is spent on tasks that do not add value and are typically associated with 7 types of Waste.

7 Types of Waste:

Overproduction:

Create more material, information, evidence or processing than is necessary.

Producing more than the customer orders requires waste. Causes deviations with a negative impact on the business such as increased production costs, inventory, labor, transport, raw materials, among others.

Inventory:

More material or information than necessary.

Excess inventory takes up space and other resources so that it can be managed and tracked. There is also the added risk that the inventory will become obsolete or degrade, losing its value.

Transportation:

Movement of materials, people or information.

Movement of products or materials between processes, often due to poorly defined flows, is a major source of waste.

Movement:

Workers traveling to access materials or information.

Any movement of people that doesn't add value to the process is waste and is often associated with poor workplace organization.

Waiting time:

Wait for materials or information.

This occurs when resources (people or equipment) are forced to wait unnecessarily due to delays in the arrival of materials or the availability of other resources.

Defective products:

Errors that require reprocessing or repetition to correct the problem.

Any process, product or service that doesn't meet the specifications is a waste.

Over-processing:

Process more than desired to obtain the product.

Any processing that does not add value to the product or is the result of inadequate technology or materials is waste.

Many companies invest (human and financial resources) in implementing Continuous Improvement initiatives, but many fail to maintain the results achieved and return to where they started. At the root of this regression is not only the difficulty in developing stable production processes and robust procedures, but above all the failure to establish a true culture of continuous improvement, focused on achieving better results and lived by "everyone, all the time, everywhere".

In order to promote this involvement, we focus on holding Daily Kaizen meetings as one of the tools that foster the sustainability of improvements. The routine of monitoring and improving processes through a daily feedback meeting to analyze production indicators and the progress of the actions defined to solve problems is essential to achieving better results.

Daily Kaizen covers eight basic principles:

Creating value for the customer: monitoring the improvement of processes and the evolution of product quality;

Involvement: 

Share results with all team members and motivate commitment to continuous improvement;

Compliance with schedules:

Set deadlines for the objectives to be achieved and monitor the progress of the implementation of the action plans;

Elimination of waste:

Since waste is the main problem in operational efficiency, eliminating it is fundamental to improving the profitability of the business;

Visual Management:

Make the entire management of the production process visible through visual management boards, where indicators and action plans can be monitored by everyone;

Gemba:

An expression of Japanese origin that means "real place" and indicates that we should analyze the problem in the place where it occurs, based on the data collected and relevant information from those "on the ground";

Standardization:

Making the process standardized by standardizing procedures and expanding improvements to workstations;

Training and qualification:

Increase the level of knowledge of the teams.

As part of our Kaizen Project, we also use the 6 Sigma methodology to support the strategy of maximizing Value within our organization, seeking improvements in the processes, products and services offered to our Clients. The name 6 Sigma comes from "σ" (sigma), which in statistical analysis represents a measure of variability and can be used to indicate, for example, how far the result of a manufacturing process deviates from the Customer's specification. The higher this sigma, the fewer the defects, i.e. the better the products or services produced.

How does 6 Sigma work?

6 Sigma defines a methodology for analyzing and solving problems, structured around the following stages of the DMAIC cycle:

Define:

Define the problem based on information from the Client (internal or external) and the project objectives;

Measure:

Measure the main variables of the current process and gather all the data considered important;

Analysis:

Analyze the data to determine possible cause-effect relationships and try to identify the root cause of the problems identified;

Improve:

Improve and optimize the process, focusing on data analysis and using techniques such as experiment design, poka-yoke and work standardization, creating a new process state.

Control:

Control the future state of the process to ensure that any deviation from the target is corrected. Implement control systems such as statistical process control or production framework, and continuously monitor processes.

We hope that by sharing our inspiration for productive organization, we can also inspire you to learn more and better about these working methodologies that have helped us so much. Here are some links that we recommend to learn more about some of the concepts.

https://www.lean.org/whatslean/

https://www.isixsigma.com/

https://asq.org/

The importance of disconnecting on vacation

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Our vacation time is fundamental to our well-being, as it allows us to disconnect from professional worries and tune in to ourselves and our personal lives.

It's no coincidence that Human Resources is insistent on scheduling at least 10 consecutive days of vacation, it's no coincidence that the law requires it, it's because we all need to disconnect from work to ensure our personal balance and well-being.

Vacations are a prime time for rest, even if we arrive back at work more tired because we've visited so many places or because we've remodeled what we wanted so much in our house, or even because we've spent the days chasing the children on the beach, but the reality is that mentally we arrive much lighter.

Vacations are the key moment to dedicate ourselves to doing things that give us pleasure, which so often in our day-to-day lives we are unable to do. It's the right time to turn off email alerts, or even the Internet, and not think about work.

This is the benchmark we should all have, because it's essential that those who go on vacation are able to disconnect physically and psychologically, and that those who stay at work are able to make the correct assessment of emergencies, to avoid disturbing colleagues who are on vacation when it's not strictly necessary.

Human beings, in their complexity, are not satisfied in just one dimension, and if we don't pay due attention to our needs in a full and integrated way, in the personal and family spheres, we won't find our balance, and in the end, even if we are focused on the professional dimension, we will be less happy and therefore less productive.

This vacation, accept the challenge to switch off, to connect with your individual needs, to block out thoughts of worries about unfinished business (which are surely being taken care of by colleagues at work), and to enjoy the little moments that give you pleasure. You'll certainly return with more energy, more ideas and even a greater ability to close those unfinished business that weighed you down so much before you went on vacation.

Happy vacations, everyone!

Our families on family day

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By definition, a family is a group of people who are related. But in practice, for us, it means a group of people who bring dynamism, strength and unity to Contisystems.

Following our definition, we can say that we are all one big family.

But we are more than that. We're also a group of families who are born or come together here.

Today we're sharing some of these pure concept families that you'll find every day at Contisystems.

Morais Brothers

My sister is ... sensitive.

My brother is... fantastic!

What are they most similar to?

-In the sense of humor.

How are they different?

-In soccer.

Casal Palmeirão da Silva

Did you meet at Contisystems?

-Yes!

How many years has it been?

-10!

What I admire most about André is ... his creativity.

What I admire most about Lucia is ... her dedication.

Nunes Sisters

Who came to Contisystems first?

-It was me (Sandra), then I recommended Susana.

What are they most similar to?

-We're very different!

What I admire most about Susana is ... being a
warrior.

What I admire most about Sandra is ... that she's also a
warrior.

(You see, they always have something in common!)

Tirapicos Sisters

Who came to Contisystems first?

-Sonia.

-Vera is ... my best friend.

-Sonia is ... very brave and very friendly.

What are they most similar to?

-In stubbornness!

Cousins Hugo & Dulce

-Dulce is ... playful!

-Hugo is... a very good kid!

What do you admire most about Dulce?

-She's always ready to help.

What do you admire most about Hugo?

-He's very responsible.

Maurício Santos Family

Célia and Helena are sisters and they have another sister and a brother. The brother is married to Ana Cristina. The sister is married to Hugo. João Paulo is Célia and Helena's cousin.

-Célia is ... greedy!

-Helena... she's fun!

-Ana Cristina is ... Coca-Cola!

-Hugo is... talkative!

-John Paul is... a friend!

Cousins Vítor & Jorge

Who has the worst temper?

-We're very similar, we have a good temper (q.b).

Jorge is... my great right-hand man.

-Vítor is ... firm in his decisions.

Who makes the best snacks?

-Jorge!

Mata-Seta sisters-in-law

Who is always late for family lunches?

-Patricia.

-Vera is ... the friend of all times!

-Patrícia is ... friendly and attentive!

Who makes the best lunches?

-Grandma Xica, but Vera makes the best rice pudding in the whole
world!

Today we celebrate 1000 days without serious accidents!

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This celebration is the result of a profound change in the way we operate and we are very grateful for everyone's commitment to this transformation.

To commemorate this milestone, we invited our employees to take part in a short video on the subject of safety. See how it turned out!

Furthermore, and because the reward is well-deserved, we share that all Contisystems employees have been given an additional day off.

Let's keep it up, breaking records and celebrating new achievements!

Certify what?

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As the digital reality grows, so does the desire to move more and more processes into this world. Accelerated by the pandemic crisis that emerged in 2020, the digitization of processes in companies has gained more pace and less resistance. In this context, there is a greater need to find mechanisms that give these digital processes the same or greater credibility and security as those found in the physical world. To this end, in addition to the European legislation created specifically for this purpose - eIDAS - various types of certification have emerged, using more or less sophisticated technology, which are applied to different digital objects (documents, signatures, senders, identities, etc.) and always with the aim of giving credibility to digital documents and their respective issuing entities.

What certificates might I need?

Although this is a constantly evolving reality, at Contisystems we are currently focusing on the certification associated with three types of objects: pdf documents, emails and the signing of documents and contracts. With different options, equivalent to different levels of complexity and security, the certification of each of these objects allows us to add an additional layer of credibility and security to the services already provided under our Unicks platform.

  • To Batch Producer (which ensures the production of batch files, in this case pdf documents) we associate the ability to certify the origin of the pdf document as well as the affixing of a timestamp of the date and time it was created. This is the application of our Certifier block to pdf documents.
  • To the Omnichannel Sender (which ensures the sending of communications, in this case emails) we associate the ability to certify the sending and track the journey of the email until it is delivered, opened, attached files consulted and downloaded. This is the email application of our Certifier block.
  • In a combination of the two previous blocks(Batch Producer and Omnichannel Sender) we can build customized files and send them for signature collection by email. This is how the Certifier block is applied to the signing of documents and contracts.

Certification of pdf documents

There are three types of pdf document certification:

The simple

When you want to identify the issuer of the document in question. In this case, the implementation involves placing a simple certificate purchased by the client on the pdf files produced, attesting to the originator of the document.

The Advanced

When you want to identify and prove the identity of the issuer of the document in question. In this case, the implementation involves placing an advanced certificate purchased by the client on the pdf files produced, attesting to the originator of the document, with additional ways of proving their identity (e.g. biometric data).

A qualified

According to Decree-Law 28/2019, it is now mandatory for tax-relevant documents transacted digitally to have a qualified electronic certificate. In practice, this means that a qualified certificate must be issued and affixed by a certification body (CA), document by document, using a secure signature creation device. This certificate will guarantee that the document was generated by the identified entity, on a specific date and time and with the highest level of security because it was affixed by the certification body.

Certification of outgoing emails

Depending on the scenario in question, email tracking may make sense with different levels of detail:

  • Certification of delivery: If you want to have a document proving that the document was actually delivered to the specified recipient.
  • Certification of opening: If you need proof that the email or even the attached document has been opened.
  • Download certification: If you want to have certified information of the opening of the email as well as the download of each of the attached documents.

The proof documents referred to have legal validity, which makes this service a digital equivalent to traditional registered mail.

Certifying the signature of documents and contracts

There are many scenarios in which you need to record someone's express agreement to a document. Whether it's accepting the terms and conditions of a service, agreeing to minutes or even signing a contract between two parties, there are many applications for this option in the Certifier module. Here are some tips on how to address each type of agreement:

  • Simple agreement: You can send a document in which the user fills in a check box or uses an OTP (one time password) to express their agreement.
  • Advanced agreement: You can send the document with a space for an autograph signature. A biometric trace is made and the option can be complemented with OTP.
  • Qualified agreement: By using specific identity certificates, such as the Digital Mobile Key associated with the citizen's card, you can have a totally secure signature.

Who issues these certificates?

All the partners that Contisystems works with to issue certificates are CAs (Certification Authorities) identified as trusted service providers by the European Union. However, if you already have your own certificate provider, we can use any provider that is recognized as a trusted service provider.

What certifications do I need in my company?

This will depend on your line of business, as the applicable use cases may be different, but here are a few pointers:

  • if you issue invoices or other relevant documents in electronic format, you need to certify the pdf documents;
  • if you send email communications that you need to prove were actually sent/read, you need to certify that your emails were sent;
  • if you send communications by registered mail in order to have this proof and are looking for a more agile solution, then we recommend email certification;
  • if you are looking to speed up contracts with your customers or suppliers, then you can use document and contract signature certification;

We hope we've helped clarify this issue, which isn't always simple. Be aware that we will soon be preparing a webinar on the subject, so stay tuned!