Management of Inbound/Outbound Documents
Each organization needs to manage the information and documents that it generates or acquires from other organizations or systems, based on its way of business, to access previous information, to perform current works or to plan its future. Bimser’s eBA Inbound/Outbound Documents Management solution steps in at this point and creates solutions for your requirements.
We describe document management system as management of the entire lifecycle of a document, such as creating and versioning the document, transmitting it to right persons at the right time through appropriate solutions, archiving and destroying the document when it is needed. Inbound and outbound document management processes play an important role in managing this lifecycle.
We can divide inbound and outbound document management into internal and external operations. While documents that are transferred between internal units are considered as internal outbound document, it is considered as an internal inbound document for the units that receive it. Similar to internal organization, any document that is transferred between organizations is considered as external outbound document for the organization that has issued the document and as external inbound document for the organization that has received it. Documents are distributed internally or externally based on these processes and they continue on their lifecycles until they are archived and destroyed
Organizations receive internal or external, physical or electronic documents from various resources, such as by hand, cargo, mail, fax, KEP, e-mail etc. These documents must be managed regardless of their intensity.
With Bimser’s eBA Document and Workflow Management System solution, it is possible to enter inbound documents to the system either by scanning them, if they are in physical form, or directly, if they are received electronically. Inbound documents can be numbered and a unique number can be assigned to them automatically, based on the corporate culture when entering them to the system. Their lifecycle can be managed by barcoding them. Scanned documents can be indiced through OCR (optical character recognition) and ICR (intelligent character recognition) methods and they can be made suitable for content searching.
The document is tagged when recorded to the system and so it is stored with necessary information, such as document date, receipt date, delivery method, which organization or person has sent it, its subject, urgency and location within standard file plan (SFP) or its distribution list details. So inbound document registration book has become reportable and manageable.
Distribution is made electronically to units and persons. It become accessible through e-mail, mobile devices or the system. If the inbound document must be replied until a certain date, the system makes necessary warnings/reminders to the relevant users and makes it possible to write the replying letter through the application. Units and persons within the distribution list can forward the document to other units and persons, based on necessity. Destruction plans are included to standard file plan and destruction actions are taken at the right time in accordance with such destruction plan.
Organizations correspond with other organizations or between their units as internal or external correspondence, based on their way of business. Outbound document management is performed according to TS13298 official correspondence procedures and principles regardless of adoption of correspondence method.
With Outbound Documents Module of Bimser’s Document and Workflow Management System Solution, you can create letters in compliance with TS13298 standard either by using predefined templates or not through fast and easy usage method only by entering the details of addressee (organization(s) or unit(s), to which the letter will be sent), signatories, approvers, letter content, attachments, references, etc. These details can be used to report and manage the outbound document registration book.
The letter is then submitted electronically through the system to persons, who are responsible to initial, approve and sign the letter. Persons, who must sign the letter can put their signatures either as electronic or mobile signature with timestamp in accordance with the Law No. 5070 on Electronic Signature.
Automatically an outbound document number can be assigned to this letter. Electronic Correspondence Package (EYP) is used to officially submit the letter to the counter party through Registered Electronic Mail (KEP) and the letter can be traced through the system with KEP proofs.
2-d barcode, verification link and verification code can be printed on the letter and so the recipient organization can verify whether the letter was actually issued by the relevant organization or not by using this bacode or verification code.
It is possible to establish relationships between letters to find which outbound document was sent as a reply to which inbound document.
Electronic Document Management System (EDMS)
With eBA Electronic Document Management System (eBA EDMS), it is possible to generate Electronic Correspondence Package (EYP) in conformity with the Law no. 5070 on Electronic Signature and TS13298 Official Correspondence Procedures and Principles Standard and integrated with State Organization Database (DTVT) and to send it through Registered Electronic Mail (KEP). It is also possible to forward the documents received by the organization’s KEP address to relevant units or persons.