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Document Management System


What is Document Management System (DMS)?

We call the use of a computer system and software to store, manage and monitor all kinds of documents, information and visual materials produced by organizations during their existence as Document Management System. Document and content capture includes the processes required to track, store and control documents and documents. The main features of the Document Management System software that Bimseroffers to its customers in this regard can be listed as follows:

  • With check-in/check-out feature, you can coordinate multiple people editing the document at the same time and prevent someone else from overwriting it.
  • With version control, you can see how a document becomes available and see its differences.
  • Thanks to the audit trail, you can keep track of who used and accessed the document during its lifetime.
  • You can use the foldering system to store, archive and manage documents.

Regardless of size or whatever industry, the main goals of all institutions are to facilitate business processes and increase efficiency. Our eBA Document Management and Archive Management software enables access to the right document within seconds from millions of documents, automates tedious and time-consuming manual processes such as filing and approval, and enables the documents and information generated from these processes to be produced or processed electronically. You can even access these documents and processes on your mobile devices when you are away from your desk at work. You can ensure that all your corporate documents are stored and backed up in a central location for emergency situations.

According to a recent study by PwC, employees spend 40%of their time managing documents that don’t matter much. IDC estimates that employees spend 20%of their time searching for information in hardcopy documents and that 50%of these employees are unable to find the documents they need.

With our Bimser Document Management System solution, you can increase customer satisfaction by immediately responding to requests from internal and external customers, auditors and suppliers. You can speed up and control document distribution and copying. You can also prevent document loss. Thanks to our Document Management System software, you can ensure that employees focus on what they do best instead of spending their time on these tasks.

Invoice management, contract management, employment and exit You can create fast and more effective solutions with our document management system software in document-based processes such as. You can also prevent documents from managing you with our Workflow Management System solution. Because these documents are the input or output of your business processes.

By simultaneously notifying the processes or employees affected by the changes in the documents, you can ensure that your processes work according to the new order and that your employees have access to the final version of these documents.

First of all, the process should start with choosing the right software. There are national and international standards on how to manage documents and archives. Today, document management systems have gone from being stand-alone software to serving as a content service provider for all LOB (line of business) applications (ERP, CRM, HR, etc.). In this context, the selected software should be compatible with TS 13298, ISO 15489, CMIS, etc. software that supports national and international standards.

In these systems where millions of documents and information are stored, it is necessary to establish the right systematics, not only to store the documents, but also to ensure their access at the right time, and when necessary, these documents should be destroyed, archived or re-evaluated in a timely manner. You can manage this entire process with Bimser Document Management System software, which can be configured according to the needs of the organization.

In today’s conditions, a software that can work in full compliance with country regulations and supports global standards gains even more importance. These standards are indispensable especially for companies that export and have commercial relations with international companies. You should manage your documents with a system that is compatible with all electronic signature service providers (KamuSM, TürkTrust, e-trust, e-trust, e-tuğra, e-imzatr) recognized by the Republic of Turkey, while at the same time being fully compatible with the services offered by global electronic signature providers (DocuSign, Verisign, etc.). It must also be 100% compatible with KEP, one of today’s important technologies and a must-have for organizations.

With Bimser Document Management System software, while storing documents, you can store these documents in an environment (database, file server, object storage, etc.) suitable for the structure of the organization. In fact, we can ensure that it works in harmony with the compression and encryption algorithms determined by the institution.

When we summarize all these explanations, in order to use a healthy document and archive management system, document and archive management can be done with the right consultancy and structuring around an application that has the capabilities to serve as a document service provider to all applications of the organization (ERP, CRM, HR, etc.).

By supporting local standards with local agility and flexibility, and by closely following global standards and developments, we aim to offer our customers a product that complies with the latest technology and standards. Unlike the purely document-oriented approach of document management systems, with eBA we also focus on the automation of corporate business processes. Since documents are the inputs or outputs of these business processes, we aim to use these documents in appropriate processes, at the right time and in the right place with the powerful workflow engine that eBA contains. In doing so, we are able to manage the entire life cycle of a document, from the creation of a document, its versioning, its access to the right resources within the organization, to its destruction when the time comes. With the support of electronic signature, we ensure that the documents gain legal validity by gaining the quality of documents, and we ensure that they are sent to other institutions and organizations in electronic environment with the EYP and KEP messages it generates.

Our software solution , which supports full-text search with technologies such as OCR and ICR, allows people to automatically find relevant documents by searching from the content as well as meta information or tag information while accessing documents. eBA associates documents with each other, allowing the person accessing a document to quickly access documents related to that document. In this way, it minimizes time loss and enables employees to use their time effectively. Thanks to technologies such as ML (Machine Learning) and AI (Artificial Intelligence), it allows you to create document tags and find the documents you are looking for quickly and automatically create the tag information of the document while creating the document.

One of the biggest challenges for organizations today is not only to electronify and access silos of physical documents, but also to manage the physical location of these documents, which they are obliged to keep due to regulations. With eBA’s smart scanning features, these documents can be digitized, labeled and transferred to the electronic environment, while keeping physical location information, enabling quick access to both the digital and physical versions of corporate documents. Moreover, when necessary configurations are made, it can be managed with robots that it has provided without human touch. Thanks to these smart robots, documents can be checked for accuracy by connecting to corporate applications, incorrect or unsuitable documents can be collected in a pool and forwarded to the relevant units.

With the Bimser Solution Electronic Document Management System module with TS 13298 certification, you can produce documents in local standards and manage the life cycles of documents. You can produce content in accordance with official correspondence procedures and principles, work in harmony with all electronic signature service providers and sign documents with the relevant service provider owned by the institution.

Our solution, which offers a strong integration infrastructure with SAP, one of the most widely used ERP systems today, can transfer all processes to the SAP system and can also serve as content storage for the SAP system, and this capability has been certified by SAP and proven to be fully compatible with SAP.

With our Office Server integration, you can produce and manage Office documents on the system. In addition, thanks to its Office components, you can import the documents you create while working on the Microsoft Office interface directly into the document management system.