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T-Systems International GmbH

De-Mail Notary BPM

Partner: T-Systems International


No letter, but with a seal: Legally binding and reliable communication with authorities, agencies and companies

Without doubt, a visit to the registration office can cost a lot of time and nerves. And late salary payments are also anything but pleasant. Wouldn't it be great if birth certificates, invoices and insurance contracts could be sent with a mouse click? Without any security concerns whatsoever? Deutsche Telekom launched the legally binding and secure transport of electronic mail a few months ago with De-Mail. Inspire Technologies GmbH provides support in the De-Mail Notary area with extensive know-how and the powerful MR.KNOW – BPM as a project partner. The Business Process Management functions allow authorities and companies to use De-Mail as an essential and reliable constituent of their overall process management and monitoring.

Secure online correspondence has now become the norm for various companies. It varies in terms of price, functionality and scalability. But what is actually the difference between paid mails and the numerous freebies which have turned everyday life upside down for years? "De-Mail gives the sender a protected identity and encrypted transmission. With a normal e-mail, on the other hand, the sender can be forged and the content read out like a postcard," reports Jens Eisenbeiß, the responsible De-Mail Offering Manager at T-Systems International GmbH. De-Mail also gives you the opportunity to send and receive important documents such as employment contracts, tax certificates and salary statements electronically in a cost-effective, secure and, above all, much faster way than with an envelope and a stamp. Other advantages: The De-Mail Act is the guarantee of security and data protection, and the Signature Act guarantees that contractual specifications are fulfilled. At the same time, electronic communication is protected against spam and phishing, and response times are significantly faster.

MR.KNOW – BPM (formerly BPM inspire) is the business engine which ensures that the authentication of corporate customers and private individuals in the De-Mail registration processes is carried out in accordance with legal requirements, therefore creating the basis for the use of the De-Mail services. The dovetailing of business process management and online communication therefore leads to integrated consolidation of all important business processes. Modelling, process automation and monitoring are coordinated with each other with MR.KNOW – BPM (formerly BPM inspire), and take place within an integrated solution environment which is tailored to the needs of the respective company. "This integration into individual processes saves a considerable amount of money, and also provides a much better overview than before," explains Andreas Mucke, Managing Partner at Inspire Technologies GmbH. Jens Eisenbeiß agrees: "That was one of the main reasons we chose MR.KNOW – BPM (formerly BPM inspire). We were also impressed by the outstanding scalability, extensive interfaces, the BPMN 2.0-based modelling, the use of the PDF/A Web service and the possibility of flexibly adapting the system to future De-Mail solutions". This has saved a considerable amount of time. Existing IT structures, for example, were able to be integrated quickly and flexibly.

The customer benefits from the possibilities of connecting De-Mail directly with the process templates of MR.KNOW – BPM (formerly BPM inspire). When doing this it is possible to make the company completely process-oriented, and process all incoming mail within all areas, departments and branches of the company within one automated inbox – without any headaches. Examples from the field: Invoices can flow directly into invoice processing, complaints end up in complaints management, travel expense reports go to the travel expense workflow and applications are sent to the relevant case processing area. Long distances, telephone inquiries and disappearing documents are a thing of the past. Since companies or public authorities do not only work with De-Mail, MR.KNOW – BPM (formerly BPM inspire) also integrates all types of communication, i.e. also fax messages, telephone calls and electronic documents. The paperless office has come a major step closer with the aid of De-Mail and MR.KNOW – BPM (formerly BPM inspire). "It is not just receipts that can now be captured automatically. Distribution and further processing take place without mountains of paper or files", says Eisenbeiß.

And that's not all: Different company locations and systems such as ERP, ECM or CRM can also be seamlessly connected via the interaction of process management and legally binding online communication. Employees, on the other hand, can enjoy integrated reporting and monitoring functions for individual evaluations and compliance requirements. Clear access and authorisation concepts guarantee that the data protection guidelines are complied with. The process portal or e-mails provide information about new mail or upcoming appointments and tasks.

Particularly De-Mail and MR.KNOW – BPM (formerly BPM inspire) open up many new electronic communication options, especially for public authorities and companies which deal with large quantities of confidential documents, contracts and records. In areas where e-mails were previously unthinkable, De-Mail now combines the speed and financial advantages of an e-mail with the reliability and verifiability of a letter. 19.2 billion letters are sent in Germany every year. A good 50% of this mail contains communications with legal significance, which could be replaced by De-Mail. The product is aimed at both private and business customers. Whereas the former have a mailbox and a De-Mail address via which they can send and receive e-mails which are similar to traditional registered mail, business customers are given several mailboxes and an admin account for administration.

The initial customers are impressed. For example, Stefan Söchtig from Stadt Friedrichshafen (city of Friedrichshafen) reported at CeBIT: "Stadt Friedrichshafen piloted the legally compliant transmission of certificates such as birth certificates and marriage certificates and residence permits for foreigners, which now takes several hours rather than weeks". Martin Frick from ZF Friedrichshafen AG has a similar view. His company has digitalized its payroll accounting and switched to a De-Mail account for all of its employees: "89 percent of the employees who have received their pay slips by De-Mail plan to continue using it and not bother receiving them in the post."


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