Benefits

Save money – better service – improve compliance

Quantifying the benefits that your organisation will derive from using Safe4 will depend on the nature of your business – some of these may be financial, others will relate to the higher level of service that your clients and other external parties will receive. Still others may be reputational; improved compliance and clearer adherence to good practice will be of significant value to your organisation. Safe4 will also support your efforts to make your business more sustainable in environmental terms.

Safe4 will save you money

Using electronic means to deliver important documents to clients and other parties, both within your organisation and externally, is clearly more cost effective than hard copy postal or courier services. In fact, there is no cost at all once a Safe4 account has been set up and the recipients of your service are registered as users. The same might be said of email, but email is increasingly insecure and you have no way of controlling what the recipient does with the information you send.

Improved control of information

Once a document has been uploaded into a Safe4 vault, it has in effect been delivered to your client. It remains in the structure that you have set up to manage it subsequently, and your client and other authorised parties will also be able to login and use the same structure. If files are sent as email attachments, as well as the obvious security risks you simply have to hope for the best: will your client retain the information securely, will it be forwarded in error to another person, will it be misfiled and lost forever? Safe4 puts you in complete control.

Safer than email

Email is an essential business tool and a simple way to send files to another person. Unfortunately there are many risks in using email to carry confidential attachments:

Not secure – Email can be routed through many servers on the internet – at any point it can be intercepted and the contents examined. Email is now the most prevalent source of computer crime.
Size limits – Increasingly companies limit the size of email attachments to just a few megabytes. Safe4 does not impose such restrictions.
Overwhelming – Your clients and other business contacts receive a mass of email every day. Your vital message may be lost in a mountain of other mail.
Serious risk of non-compliance with regulatory requirements – particularly in the legal profession.

Full record of usage

Safe4 maintains a complete audit trail of all system activity, including when your client has opened a document for viewing, or downloaded it. It also helps you to prove that a document has not been accessed, should this ever be subject to dispute. This will also assist with regulatory compliance, as Safe4 audit trails cannot be changed.

Better service for your clients

Safe4 gets information to your clients instantaneously. As soon as information has been uploaded into a vault, it is available for use. In many cases, there will be multiple vault users – each will have immediate access to the newly-delivered information. This will also cut down radically on wasteful and unnecessary duplication. If a file is sent as an email attachment to 20 different recipients, each of them may very well store the file for their own future use. Safe4 stores the file once, and allows multiple users to access it at the same time.

Enhanced client retention

In today’s rapidly-changing information environment, satisfying and retaining existing clients is as important as winning new business. Using Safe4 as a means of delivering documents to clients will keep your name and identity in the forefront of your client’s mind – Safe4 vaults will be branded with your own identity. This is particularly relevant in situations where clients may not always be aware of just how much work is being done behind the scenes on their behalf.

Improved operational efficiency

Uploading a file, or up to 20 files at a time, into a Safe4 vault takes a few seconds. Delivering the same information to multiple email addressees takes much longer, and there is a risk that certain individuals may be omitted and that others will be included in error. The time taken to print and despatch documents in hard copy format is also much greater than a simple file upload, as well as being much more costly.

No need to open up internal systems to external users

Allowing external parties into internal business applications can be risky and difficult to manage. Because Safe4 stores its data in very secure servers in the cloud, it is held externally to your IT domain. It nevertheless remains always accessible, letting your clients to get to information whenever they wish.

No capital cost, very low risk

The cost of using Safe4 is based on a subscription payment, depending on how the system is being used. Start-up costs are minimal, and there is no need to purchase any hardware or software. Training system administrators takes half a day, and normal users require no training at all. Overall, implementation takes a few days rather than weeks or months.

Minimise your carbon footprint

Implementing Safe4 for secure and instant document delivery will not only reduce your costs and enhance client service, it will also enable your business to do its bit for the Environment and fight climate change; as an added benefit, it will help your organisation to comply with current and future legislation.

Safe4 uses cloud-based resources to provide its services. The Carbon Disclosure Project has found that “large UK companies that use cloud computing could achieve annual energy savings of £1.2 billion (€1.39 billion) and carbon reductions equivalent to the annual emissions of over 4 million passenger vehicles“. Click here for more information.

If your organisation is not a large consumer of energy, but is a supplier or a contractor either to a company that falls under the scope of the Carbon Reduction Commitment or a central or local government body, you will be required by law to report on your efforts to reduce your own consumption of carbon.

Using Safe4 to deliver documents to your clients, colleagues or business partners will show a clear commitment to carbon reduction.

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