Sectors
The success of The Mail Company's solutions lies in the way we adapt them to the unique characteristics and needs of each sector and/or company.
Banking Pharmaceutical Consumer goods
Legal Department
Efficiently interact through a digital environment
The legal department has the challenge of transforming itself to be able to respond quickly to the needs of organizations, which are increasingly connected by digital means with their environment, and in particular with Public Administrations.
Minimize the risk of penalties with full traceability of communications with Public Administrations
The legal department is an essential part of the business, ensuring that the organization acts in accordance with the law in its relations with its customers, suppliers, administrations and employees.
Today it faces, like other areas of the organization, the challenge of transforming itself in order to respond quickly to the demands of the organization. To do this, it needs tools that allow it to identify and control risks, especially in situations where the participation of different areas of the company is necessary.
And in the particular case of the relationship between the organization and the different Public Administrations, it faces the complex situation of managing communications between the thousands of public administrations in Spain and the organization. Communications that the different administrations publish in their electronic offices and that in many cases have legal consequences, such as the beginning of the period for answering or submitting documentation, submitting claims or appeals, etc.
It is in this context that organizations need a solution that ensures that all notifications are captured and that provides full traceability of which area of the organization has notification management on its table; and all this within the necessary time frames established by law.
Legal departments face a number of challenges that need to be addressed in the field of electronic communications with Public Administrations:
Knowledge
Lack of specialized knowledge to manage the mandatory communications of the changing ecosystem of thousands of electronic offices of Public Administrations.
Resources and Tools
Lack of resources and tools to manage the project internally and coordinate with the rest of the areas of the organization to prevent electronic notifications from the Administration from not being responded to on time.
Traceability
Lack of end-to-end traceability of electronic notifications to ensure that the Administration's communications are responded to in a timely manner.
Technology
Lack of technology that allows them to collect relevant information to analyze the incidents that have occurred and that allows the implementation of mechanisms for continuous improvement with the aim of reducing business risks.
General Visibility
Lack of general visibility on the organization's operation in the field of electronic notification management, to identify the areas with the highest volume and worst response times, and in general, both risks and opportunities for improvement.
Standardization and homogenization
Lack of an automated process to manage in a standard and homogeneous way the administrative notifications sent by the Public Administrations, either in electronic format through their offices, or those that - still - are received in paper format in the organization.
GIO: a comprehensive, modular and scalable solution
At The Mail Company, for the last 20 years we have been providing and managing mailroom, courier and document logistics management services for large organizations in all sectors, where we have excellent references.
This vast experience has allowed us to develop a technology-based solution: the GIO Platform.
The GIO Platform is a modular software in the Cloud that is served in SaaS format and that allows organizations to manage all the processes of incoming and outgoing documentation and parcels, whether in physical or digital format, and omnichannel in nature, including the comprehensive management of mandatory electronic notifications with Public Administrations.
To address the challenges faced by organizations, the GIO Platform incorporates three specialized solutions in the form of independent and integrable modules:
GIO Smart Mailroom
The smart mailroom solution, which allows:
- Manage and optimize all the processes that take place in a physical mailroom or post office.
- Implement a Digital Mailroom to gradually digitize all processes and documentation.
- Implement an alternative and secure distribution system based on smart lockers.
GIO Smart Courier Service
The smart courier solution, which allows:
- Access a wide range of partners and services in real time for any standard or special needs of the organization.
- Have a centralized traceability and monitoring system in real time, regardless of the partner that performs the service.
- Have an advanced cost control and budget management system in real time that allows the organization to establish savings mechanisms.
- Digitize part of physical documentation shipments through certified delivery or electronic signature solutions, guaranteed by a qualified provider of trusted services.
NEOS Services
The electronic notification management solution, which allows:
- Implement all the processes necessary for the comprehensive management of the mandatory electronic notifications issued by Public Administrations.
- Define the electronic offices to be tracked.
- Distribute the downloaded notifications electronically and securely.
- Monitor the tracking, download and distribution of the downloaded notifications.
- Have relevant information for the control of the service’s productivity.
Benefits
Implementing the GIO Platform’s solutions allows organizations to:
- Have a computer solution that has embedded business processes and best practices for managing services.
- Automate tasks and processes that are traditionally performed manually and inefficiently.
- Have relevant information recorded by the solution that allows you to measure productivity and efficiency and keep track of effective spending at any time.
- Have a solution that enables the gradual implementation of a project for the digital transformation of the organization’s document logistics, such as Digital Mailroom or Digital Shipping, gradually and at the organization’s pace.
Tell us your needs, we can help you!
The time has come to improve the efficiency of your mailroom and courier service needs. Contact us and a specialist consultant will get in touch with you to find out your needs in detail and see how The Mail Company can help you.
Mailroom, Courier Service and Smart Communications
