02 Nov 2020
Partner Story :::output.ag
How can companies improve the exchange of documents, including legally signed ones? XiTrust’s Partner :::output.ag created the :::bitkasten, a digital version of the conventional mailbox with a file archive containing all documents including those with an electronic signature and lifelong access for the recipient.
Postmen never had it easy. The ancestors of this industry transverse ancient Egypt lugging clay tablets with cuneiform writing to keep rulers, like Akhenaten, up to date. These days their modern descendants mainly carry paper in all weathers and from time to time, they may even become pitiful targets to overly ambitious watchdogs. These two types of everyday work are centuries apart. But the ‘mail’ idea has not changed a bit: mail is always going to be necessary where the document sender and its recipient are not in the same place. With the electronic mail, known as e-mail, a fundamental problem has come up: the SMTP (Simple Mail Transfer Protocol) initally works just the same as the mail, but it is not secure per se.
With the :::bitkasten, available as cloud solution, XiTrust’s partner :::output.ag from Nuremberg created the digital counterpart of a mailbox. “The :::bitkasten conveys the idea of mail to the digital age,” says Rainer Weissert, member of the managing board at :::output.ag. The principle behind it is quite simple: companies can send their digitalized letter post with a secure end-to-end encryption: the sender and the receiver process and archive all documents centrally with :::bitkasten. The users download the :::bitkasten APP on their mobile phone regardless of their location, easily and completely free of charge. Each user has a personal archive which is compliant to current recordkeeping requirements and lifelong available regardless of who the senders are.
“Especially in terms of company communication to people on the outside, there is still enormous potential,” Weissert points out. “Internally, the digitalization is already far advanced, but when it comes to communication with people outside the company, we are still sending off pigeons,” explains Weissert. When it comes to working from home, digitalized traceable mail communication plays an important role. The quality remains the same when sending documents, forms and the approval of processes, no matter if working in the office or from home.
What is decisive for the use of the :::bitkasten is not the e-mail, but the mailing address. There is an important reason for this: “Even in the digital age, this is the recipient address that is best maintained. This equally applies to both: contact between citizens and public authorities and businesses to customer communication, but also for internal use in the Human Resources area,” explains Rainer Weissert, who in personal union as Chief Customer Officer of :::output.ag controls the optimal adaptation to customer needs.
Missing link MOXIS
Board Member of :::output.ag
By integrating MOXIS into :::bitkasten, sending documents with a legally binding electronic signature is now possible. “For us, MOXIS is a missing link, so to speak. This option completes the whole package,” says Rainer Weissert and adds: “Important documents require a legally binding signature by law. MOXIS spares customers from having to undergo the usual process of signing paper bound documents. A very compact, smart solution!”
The option to send paper-bound documents from the :::bitkasten via conventional mail is integrated in the digital mailbox. Weissert adds: “We guarantee a hundred percent delivery success. If a recipient does not process a document digitally, the document is alternatively sent via conventional mail after the time frame agreed.”
:::bitkasten marks the start of the digital future of the concept of the mail idea. While overly ambitious watchdogs relax and doze lying in the sun, their owners can easily manage their incoming and outgoing mail, and finally get by without any clay tablets or paper.
Central Use Cases:
The more employees in a company, the more dynamic its personnel development is. This means a significant administrative burden to cope with all the documents that require a signature, such as employment contracts, amendments of the contracts, terminations, but also includes general documents like payrolls, retirement funds or overall communication. “The idea behind this is to digitalize the entire document exchange of new employees from their first day at the company to the day they retire. :::bitkasten turns into a central archive for all employee’s records at the company. Our experience shows that an increasing number companies switch to digitalization in the Human Resources area from the beginning,” says Rainer Weissert. An additional supporting aspect is that there are now more than 65 million personal IDs and 10 million resident permits with an eID function issued in Germany. All this makes the use of :::bitkasten easy and feasible.
Companies already working with MOXIS can establish secure communication channels in the shortest time by integrating :::bitkasten. They can also offer life-long available file storage for the end user. This storage function also simplifies back office operations, since customers, citizens or employees would ask for less copies. “With :::bitkasten, we offer users a central platform that links all signature processes. Combined with MOXIS, :::bitkasten turns into a process platform that connects the exchange of documents requiring a signature, internally and to the outside,” explains Rainer Weissert.
No matter if it is the contact to authorities or the classical business to customer communication: The use of a personal document archive with :::bitkasten offers both sides a constant overview of the document exchange that has taken place. “Anyone that has closed a car leasing contract knows the great deal of red tape involved,” says Weissert, member of the Management Board. He adds: “A large number of the documents need several signatures due to legal reasons, before the engine of a new car can be started.” The analogue form is a cumbersome task. This also applies to peak loads in the case of orders at companies.