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VEVV-compliant digital communication for public authorities With the secure contact form from IncaMail

IncaMail is Swiss Post’s secure e-mail service and offers a practical and legally compliant solution to meet the requirements of the Verordnung über die elektronische Übermittlung im Verwaltungsverfahren (VEVV).

  • Confidentiality and integrity of documents through SAFE-encrypted e-mail communication
  • Legally valid proof of mailing, receipt and inalterability of content
  • VEVV-compliant transmission of documents by way of an easy-to-use, encrypted contact form
  • Simple integration into existing systems and platforms recognized by the Confederation; exchanging messages between these systems is possible
  • Platform for judicial, administrative and civil proceedings recognized by the Confederation (FDJP)
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How IncaMail meets the VEVV-requirements

IncaMail enables encrypted transmission while also ensuring the required confidentiality and that documents remain unchanged, regardless of which devices or e-mail programmes are used. IncaMail also generates legally valid confirmation of receipt, accurately documents the mailing, receipt and unchanged nature of the content and allows for easy archiving. This means IncaMail meets the key requirements of the VEVV.

 

IncaMail can be easily integrated into existing systems and processes. The service works directly in Outlook, Gmail, DMS solutions and specialist applications. It enables administrations, public authorities and institutions to deliver orders, files and confidential documents digitally and in a legally secure manner, while receiving objection or application documents securely – all within the usual working environment.

 

As IncaMail is used in Swiss data centers and provided by Swiss Post, authorities and companies also benefit from the highest level of infrastructure and data protection security.

 

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Step 1: The organization creates an encrypted contact form in its IncaMail account.

 
 
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Step 2: A secure link is generated, which can be embedded on the website, in emails, or in portals.
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Step 3: External users can enter a message and upload files via this link.

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Step 4: The message is sent as a registered message to the organization’s IncaMail inbox, where it can be securely processed or archived.

VEVV in practice IncaMail secure contact form

The secure contact form enables registered messages and files to be transferred securely and in compliance with the VEVV. Proof of mailing and receipt documents are generated automatically and contents remain unchanged and can be archived as evidence. This creates a digital alternative to registered letters that can be seamlessly integrated into existing administrative processes.

What does the VEVV regulate?

The VEVV sets binding digital regulations on central administrative procedure elements. In the future, it must also be possible to submit applications electronically. The individual process steps must be documented digitally throughout, and orders and decisions must be able to be signed with a legally valid qualified electronic signature (QES).

 

The VEVV stipulates the following requirements in particular:

  • transfers of data are traceable and unalterable
  • explicit identification of submission and retrieval times
  • clear identification of users

 

In addition, the VEVV stipulates the mandatory use of an electronic delivery platform recognized by the Confederation. From 1 January 2027 at the latest, all files on proceedings must be kept completely electronically.

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What administrations, public authorities
and institutions can expect

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Authorities and organizations face practical challenges with the implementation of the VEVV. Traditional e-mail communication is not sufficiently secure to legally transmit confidential or personal documents. There is also a lack of legally binding proof that the content has been sent, received and not modified. Standard e-mails don’t meet these requirements.

At the same time, paper-based processes and scan workflows generate additional costs, delays and errors.

 

Even though the VEVV does not enter into force in the Canton of Zurich until early 2027, it’s worth getting to grips with it now. The Canton of Zurich is playing a leading role in this respect. Further cantonal regulations and supra-cantonal votes are to be expected.

 

This gives authorities the opportunity to methodically develop digital processes in good time, to simplify procedures and to set up their own communication infrastructure so that efficiency, transparency and reliability are strengthened in the long term.

Questions about IncaMail? We will be happy to help.

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    Wankdorfallee 4
    3030 Berne
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