Compulsory electronic notifications from public administrations, a challenge for companies

Somos Capaces

March 2019

Mandatory electronic notifications from public administrations are a real organizational challenge for companies. Laws 39/2015 and 40/2015, of the Common Administrative Procedure of Public Administrations (AAPP), in force since 2016, oblige all companies and freelancers to interact with the Administration through electronic means. In addition, since October 2 of last year, Law 39/2015 is fully applicable (there is no turning back), so we are facing a real organizational challenge that affects all areas of the companies: legal, operational, financial, human resources, etc.

Many organizations and platforms

If we take into account what we are talking about -8,000 municipalities, 41 councils, 17 autonomous communities, ministries and various public bodies (Directorate General of Traffic, Tax Agency, Social Security …), which use various technological platforms with different levels of compliance-, the time spent and the potential risks of sanctions multiply.

The scenario that we face now is that the different layers of the Public Administrations will advance in their need to comply with the law through the implementation of diverse platforms and technologies and each of them at their own pace, with the perspective of the single access point. And if youy thought there would be no more complications, paper notifications continue to arrive today, so there are two channels of entry of notifications in companies: physical and digital.

Thus, the right solution for companies consists of a mix of technology and specialized equipment, with capabilities to track in a synchronized way 100% of the map of the AAPP in search of the notifications and, if there is one, proceed to download them through the corresponding digital certificates of each organization (stored in a secure way in a certificate concentrator that allows managing and restricting the corresponding permissions).

More in detail, it would be solutions that integrate the three main processes: tracking, access and downloading notifications; classification and internal distribution of electronic notifications; and presentation of writings. In addition, all these processes should be monitored and have full traceability.

Thus, the classification and distribution of notifications must be taken into account. It is important to establish the business rules and distribution policies of each client organization in an agile and accurate way given that, once downloaded, they are notified and the deadlines begin to run.

Regarding the presentation, although currently each business unit seems to take care of its own efforts and have it controlled, it does not stop occupying them a valuable time that they can dedicate to tasks of greater value.

GIO-NEOS solution
Developed by The Mail Company, the GIO-NEOS platform offers organizations a solution that unifies all processes, synchronizing with a single click the mailboxes of all platforms; have multiple users with configurable access profiles or download, at any time, their notifications; manage states and documentation; and get technical security, accessing the mailbox directly with a digital certificate, without relying on email and avoiding problems such as spam.

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