Digitalization And Legal Security In Elevator Inspection: The Model Of Authorized Control Bodies

The elevator fleet in Spain is subject to a regime of mandatory periodic inspections, whose objective is to guarantee the safety of people and compliance with current industrial regulations.

In this context, Authorized Control Bodies (ECAs) assume a key responsibility: not only to carry out the technical inspection, but to communicate their results effectively, verifiably, and traceably to all involved actors.

Owners, property administrators, and maintenance companies depend on these communications to make critical decisions, especially when defects affecting safety are detected.

The Complexity Of Technical Notification In Elevators

Unlike other administrative communications, lifting equipment inspections generate documentation with direct impact on safety and legal responsibility.

Among the most common documents are:

• Inspection reports
• Technical reports
• Invoices associated with the service
• Communications linked to the Register of Lifting Equipment (RAE)

The main problem is not the sending, but the proof of receipt. In case of an accident, the key question is always the same:

Who received the report and when did they become aware of the obligation to remedy the defect?

Without solid evidence, responsibility can be diluted or fall on whoever cannot demonstrate that they informed correctly.

Use Cases Detected In The Sector

The real operations of the sector show very clear patterns where digital evidence provides decisive value.

Joint Sending Of Invoice And Inspection Report

Unifying in a single communication the invoice and the inspection report allows optimizing administrative processes, but also requires guaranteeing that the technical document —the truly critical one— reached the correct recipient.

Email certification allows demonstrating that both documents were delivered jointly and on a specific date.

Management Of Negative Reports

When the result of an inspection is unfavorable (NEGATIVE), the communication acquires maximum legal relevance.

Certifying the delivery of the negative report is essential to:

• Accredit that the owner or administrator was informed.
• Avoid responsibilities in case of a subsequent accident.
• Demonstrate diligence before an industry inspection or judicial procedure.

Notification To Large Accounts And Public Administrations

City councils, large corporations, and public entities manage hundreds or thousands of assets and require high standards of compliance and traceability.

Certified digital evidence allows ECAs to communicate with these recipients in a manner aligned with their internal control and audit requirements.

Precise Identification Of The Inspected Asset

The use of RAE references and clear descriptions of the inspected equipment (for example, different elevators or freight elevators in the same building) avoids critical identification errors.

Certifying the message subject also guarantees that there are no ambiguities about which asset was the subject of the inspection and communication.

Advantages Of Digital Evidence Over Paper

The digitalization of these notifications is not only a matter of efficiency, but of legal security.

• Full evidentiary strength
  Technical delivery records serve as objective proof in litigation or administrative inspections.

• Agility In Remedying Defects
  Immediate receipt of the report allows the maintenance company to act without delays, reducing the time of exposure to risk.

• Reduction Of Delivery Incidents
  Immediate detection of errors in addresses or domains allows correcting the communication at the moment, avoiding failed notifications that go unnoticed in traditional mail.

Frequently Asked Questions (FAQ)

Is It Mandatory To Be Able To Demonstrate Delivery Of The Inspection Report?

Regulations require informing, but in practice the burden of proof falls on whoever communicates, especially in case of an accident or inspection.

Is Digital Evidence Valid Before Industry Or Courts?

Yes. Evidence generated by a trusted third party is fully usable in administrative and judicial procedures.

Can It Be Used Massively?

Yes. It is designed for recurring and mass shipments, common in elevator fleets distributed across multiple provinces.

Conclusion

In elevator management, safety does not end in the technical inspection. It continues in the ability to demonstrate that critical information reached whoever had to make decisions.

Registered email converts ECA communications into a true black box of industrial safety: an objective, traceable, and defensible record that protects all involved actors and raises the sector’s compliance standard.