Emergency file or contingency file: why are there two terms for the same product?

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There is a contingency planning product that provides companies and employees with legally compliant protection against sudden staff absences. In discussions with law firms, clients or potential users, we regularly come across two terms in this context: „emergency file“ and ‘contingency file’. Both describe similar content: a collection of important data and documents relating to an individual, so that all the necessary information is to hand in the event of an absence. However, the two terms are perceived in completely different ways. In this article, we explain why we at hsp use the term ‘preparedness file’. And what this means for advisers when communicating with their clients.

What is an emergency file?

The emergency file is frequently used in a medical context. It contains, for example, information about medication, medical conditions, allergies or emergency contacts. In a legal or private context, it may also contain powers of attorney, living wills and passwords. The focus here is clearly on the traditional emergency, i.e. a health-related incapacity.

The problem is that the term sounds alarming and off-putting. It triggers fears and suggests a loss of control, even though the product actually provides security and peace of mind. As most people are reluctant to think about an emergency, this leads to a defensive attitude towards an important issue. Everyone takes precautions in one way or another, ranging from wearing a seatbelt in the car to taking out various types of insurance, such as travel cover, sick leave/disability cover or life insurance. The same pattern of behaviour is evident here: the more serious the issue, the fewer people take it seriously.

About the author
Paul Liese
Paul Liese
hsp Software

Paul Liese is the managing director of hsp Handels-Software-Partner GmbH in Hamburg. For many years, he has been involved in the Software and IT specialist with the topics relating to electronic invoicing. These include, in particular, procedural documentation, Tax CMS, transfer pricing and the internal control system. Together with his team, Paul Liese is working on the Elimination of all media breaks in accounting.

Why we prefer the term „pre-emptive action“

The term ‘pre-planning’ conveys a proactive, positive approach. Those who plan ahead take responsibility – for themselves and for their loved ones. The term emphasises foresight, organisation and self-determination. Rather than fearing an emergency, it is about having peace of mind in life.

From a marketing and consultancy perspective, the term „provision file“ offers significant advantages over the term „emergency file“:

  • A more positive approach: The term meets with less resistance.

  • Value-based advice: Planning ahead is caring for the future. This is in keeping with the firm’s role as a trusted partner.

  • Marketability: Preventative services can be integrated more effectively into counselling packages than crisis management services.

  • Scalability: From a communications perspective, the term „emergency file“ is generally confined to medical emergencies. The ‘pre-arrangement file’, on the other hand, opens the door to marketing services that go beyond acute medical situations.

For us, the difference is more than just a matter of semantics

Another reason why we took issue with the term „emergency file“: our product has a great deal more to offer than the emergency file solutions provided by most of our competitors. This is because hsp’s digital contingency file contains far more than the standard information found in an emergency file: for example, data and documents relating to one’s digital estate, business succession or personal wishes regarding care or death. Unlike a standard emergency file, the digital contingency file is therefore a more comprehensive solution with strategic foresight.

An example: The emergency file specifies who should be contacted at the hospital. The advance care directive also sets out who is to have access to business accounts – and why.

Conclusion: „Emergency file“ is a search term; the ‘preparedness file’ is a solution

Anyone looking today for an effective solution to staff absences within a company will think of the term „emergency file". The term therefore remains relevant as a guide for those interested. However, the term „contingency file" explains the purpose of the product much better. That is why we at hsp use both terms. The first is used to provide context, so that potential customers know what sort of product we are talking about. The second serves to clarify our approach and the benefits of the digital contingency file. 

We therefore recommend that advisers address the topic of long-term care planning during a consultation. From a communication perspective, the long-term care plan is miles ahead of the emergency plan. It builds trust, sounds far more proactive and is more effective in the long term.

Our advice for law firms: You too can make strategic use of both terms. The term „"Emergency file" you will be found via search engines. In client communications, you refer to the „"Pension file". 

Find out more about the digital end-of-life plan now: 

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