Notaries Fritzenschaft und Sälzler rely on innovative client communication with FTAPI

The Challenge

Trustworthy communication – even via email

Digital communication has become an everyday part of life, and for Notare Fritzenschaft and Sälzler, email has become the primary means of communication. While deeds are still issued on paper, the information needed to create them is increasingly being sent via email.

For the notaries, this is a very positive development, as the submission of digital documents saves staff a great deal of time. “In the past, our clients often came to see us in person because they didn’t want to send sensitive information by post, and certainly not via email,” recalls Karl Sälzler.

In the notarial environment, data protection is extremely important, as not only personal data, but also sensitive information like land registry entries or sale prices, are transmitted.

"Our clients trust us with almost everything," adds Peter Fritzenschaft. "We take this trust very seriously. With email encryption and the various security levels provided by FTAPI, we now meet all data protection requirements."

"Our clients trust us with almost everything. We take this trust very seriously." Peter Fritzenschaft, Notary

The Solution

Secure client communication directly from the email inbox

On the advice of their data protection officer, the notaries set out to find a suitable solution for sending large files in a secure and GDPR-compliant manner, and reached out to ambiel IT-Systemhaus GmbH. This full-service IT service provider, specialising in notarial offices, recommended FTAPI solutions for easy and secure data transfer.

"Of course, the recommendation from our IT service provider was very important to us," says Peter Fritzenschaft. "But with FTAPI, we felt from the very beginning that we were in good hands. The ease of use and the clear, yet stylish design of FTAPI also convinced us."

ambiel also handled the rollout and implementation of the software solution: Only a few weeks passed from the purchase decision to the successful integration into the notarial IT systems. With FTAPI SecuMails, information can now be sent quickly, easily, and securely.

No complicated certificate exchanges or cumbersome passwords are needed for encryption. At the same time, the download confirmation provides an overview of whether attachments and documents have reached the recipient and been downloaded. This transparency and traceability eliminates the need for registered mail procedures and builds additional trust.

The Result

Encryption without complicated certificate exchange

The acceptance of the solution is very high, both internally and externally: After a single training session on FTAPI, the software was immediately implemented and seamlessly integrated into the daily workflows of employees.

"A great relief for us is that we can now send even large data volumes without any issues," adds Sigrid Fritzenschaft. "Previously, we had to split large files, like partition plans or site maps, into smaller files to send them. With FTAPI, this is no longer a problem—whether sending or receiving."

Secure digital forms

In addition to FTAPI SecuMails, the notarial office also relies on a digital solution for data input: "Looking to the future, we wanted to offer our clients additional alternatives that suit their everyday needs—this includes the ability to submit data online for deed creation," says Mr. Sälzler.

Clients still have the option to fill out and submit paper forms, but FTAPI SecuForms have been directly integrated into the notarial office's website. These smart forms, used for common processes such as contract creation, inheritance matters, or company formations, automatically detect when necessary information is missing, thus simplifying the application process for both parties.

The Outlook

Digitalisation and automation

In the future, Notare Fritzenschaft Sälzler will continue to leverage the opportunities offered by digitalisation to further optimise and automate processes. Currently, FTAPI is working on integrating with the notarial software NOAH to make work in the notarial office even more efficient.

"Looking to the future, we wanted to offer our clients additional alternatives that suit their everyday needs." Peter Fritzenschaft, Notary.