Every institution needs to manage the information, documents it produces according to its way of doing business or obtained from other institutions or systems, to access past information, to do current work or to plan its future. Bimser’s eBA Incoming Outgoing Document Management solution comes into play at this point and creates a solution for your needs. Document management system; We describe it as managing the entire life cycle of the document, such as creating documents, versioning them, reaching the right people at the right time with appropriate processes, archiving them and destroying them when the time comes. Inbound and outbound document management processes play an important role in managing this lifecycle. It is possible to evaluate incoming and outgoing document management as internal and external operations. While the documents transmitted within the institution and between the units are in the nature of outgoing documents for the sending unit, they are incoming documents for the transferred unit. In the correspondence between institutions made outside the institution, this document is an outgoing document for the institution writing the article with a similar setup, while for the institution receiving the letter, it is an incoming document. Documents continue their life cycles until they are archived and destroyed, by distributing the documents internally or externally with these processes.
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Internal or external, physical or electronic documents, documents come to the institution from many sources such as hand, cargo, mail, fax, REM, mail. Regardless of the density of these documents, they need to be managed. With the Incoming Document module of Bimser’s eBA Document, Document and Workflow Management System solution; If the documents sent to the institution are physical, they can be scanned and if they are electronic, they can be directly added to the system. While incoming documents are brought into the system, they can be numbered automatically according to the corporate culture and can take a number. By performing barcoding, the life cycle can be managed with this barcode. The scanned document can be indexed with methods such as OCR (optical character recognition) and ICR (intelligent character recognition) to make it suitable for content search. While the document is brought into the system, it is labeled and stored with the document date, arrival date, method of arrival, from which institution, person or legal entity it came from, its subject, urgency, place in the standard file plan (SDP/SFP) and information or distribution list information as a requirement. Incoming document logbook becomes reportable and manageable. Distribution is made electronically to units and individuals. It becomes accessible via e-mail, mobile devices or the system. If it is necessary to write a reply to the incoming document by a certain date, the system makes it possible to write a reply letter via the application by making warnings/reminders to the relevant users. Units and persons in the distribution list can forward the document to other units and persons as needed. In the necessary step, the destruction plans take their place in the adapted standard file plan and when the time comes, destruction actions are applied in accordance with the destruction plan.
Institutions make internal or external correspondence with other institutions or between units according to their way of doing business. Outgoing document management is done whether or not it has adopted correspondence according to the TS13298 (Valid in Turkey) official correspondence procedures and principles standard. With the Outgoing Document module of Bimser’s Document, Document and Workflow Management System Solution, with or without the defined templates, fast and easy use, the subject, the addressee (the institution/institutions or unit/units to which the article will be sent), the initials, You can produce articles in accordance with the TS13298 standard by entering information such as approvers, consent givers, signatories, article content, attachments, interests. With this information, the outgoing document registry becomes reportable and manageable. The letter is transmitted electronically to the initials, consent givers, approvers and signatories through the system. Signatories can sign qualified signatures with electronic signature or mobile signature and time stamped in accordance with the Electronic Signature Law No. 5070. The article can automatically receive the number of outgoing documents. Electronic Correspondence Package (ECP/EYP) is officially transmitted to the counterparty via Registered Electronic Mail (REM) and REM evidences can be viewed on the system. By printing a square barcode, verification link and verification code on the article, the institution receiving the article can check whether the article has really come out of the relevant institution’s system with the barcode or this verification code. By establishing relations between articles, the question of which outgoing document was sent as an answer to which incoming document is answered.
With eBA Electronic Document Management System (eBA EBYS); Electronic Correspondence Package (ECP/EYP) is produced in compliance with TS13298 Official Correspondence Procedures and Principles Standard, integrated with the State Organization Database (DTVT in Turkey), in accordance with Electronic Signature Law No. 5070, and documents are sent via Registered Electronic Mail (REM). In addition, it is ensured that the documents sent to the REM address of the institution are transferred to the relevant unit or persons inside.
