What is Electronic Document Management System (EDMS) and How Does It Work?

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What is EBYS?

The Electronic Document Management System (EBYS) is an integrated software system that enables the creation, signing, transmission, storage, and archiving of internal or inter-institutional correspondence, official forms, decisions, and all other documents in digital format. By digitizing document management processes, EBYS allows institutions to operate more efficiently, quickly, and securely. Thanks to this system, the need for physical documents is significantly reduced, resulting in lower paper consumption and the elimination of filing and storage costs. At the same time, secure digital storage allows authorized users to access documents easily whenever needed. EBYS accelerates document circulation, preventing time loss, standardizing workflows, and making them traceable. Establishing a systematic structure for document flow within institutions also facilitates compliance with legal obligations. With the integration of digital signatures, the legal validity of documents is ensured. Therefore, EBYS has become a widely preferred system in both public institutions and the private sector.

How Does EBYS Work?

The Electronic Document Management System (EBYS) enables the management of internal correspondence and document processes in a digital environment. The working principle of EBYS begins with the digital creation of documents and proceeds through the following key steps:

Document Creation

Users create new documents via the system in accordance with standard formats. These documents are shaped according to the type of correspondence (letter, report, form, etc.) and the institution’s workflow. EBYS offers predefined document templates to both speed up and standardize the creation process.

Digital Signature and Approval Process

Created documents are electronically signed by relevant individuals using e-signature integration. In this process, the document is reviewed and approved by authorized personnel or units. The approval chain progresses automatically according to the institution’s hierarchical structure. With e-signatures, document security and legal validity are ensured.

Internal Routing

Signed documents are digitally forwarded to relevant units or personnel via EBYS. The system uses predefined workflows to ensure documents reach the correct individuals. This eliminates the need for physical circulation and speeds up the process.

Recording and Archiving

Approved documents are automatically recorded by the system. They are tagged based on criteria such as subject, date, sender, and recipient and stored in a digital archive. EBYS enables long-term storage of documents and easy access when needed.

Access and Tracking

Authorized users can quickly access the documents they need by logging into the system. EBYS records detailed transaction histories such as who created, signed, or forwarded a document and when. This traceability enables transparent and secure document tracking.

What Are the Advantages of EBYS?

The Electronic Document Management System (EBYS) not only allows organizations to transfer documents to digital environments but also provides a wide range of benefits that make business processes more efficient, secure, and sustainable.

Speed and Efficiency

EBYS eliminates the need for physical document handovers, ensuring documents reach relevant units within seconds. This leads to significant time savings, especially in official correspondence and decision-making processes. Monitoring workflows digitally allows tasks to be completed more quickly and resources to be used more efficiently.

Easy Access and Effective Sharing

Since all documents are stored in a centralized digital system, users can securely access the required documents from any device and location. Additionally, documents can be shared with relevant individuals or departments in just a few clicks. This enhances both internal communication and collaboration.

High Security and Authorization Control

EBYS is equipped with advanced authorization systems to ensure document security. The system determines which documents each user can access, and all operations are recorded in log files. This prevents unauthorized access and ensures data security in compliance with legal requirements.

Automatic Backup and Data Protection

The system automatically backs up documents at regular intervals to prevent data loss. This significantly reduces the risk of document loss due to physical damage, human error, or technical failures.

Effective Archiving and Retrospective Access

EBYS enables documents to be easily categorized by date, subject, file number, relevant department, or document type. Thanks to advanced search functions, any needed document can be accessed within seconds. This saves time and labor for institutions.

Significant Cost Savings

Expenses for paper, printers, toner, folders, cabinets, and physical archive space are significantly reduced. EBYS directly contributes to the institutional budget by cutting these costs and supports sustainability goals by offering an eco-friendly solution.

Compatibility with Electronic Signatures

EBYS is integrated with electronic signature infrastructure, allowing documents to be digitally signed. This ensures legal validity while making signing processes faster and more secure. It saves time and eliminates the drawbacks of manual signature processes.

Who is Required to Use EBYS?

The use of EBYS is legally mandatory, especially for public institutions. All official correspondence must be carried out through EBYS in the e-Correspondence package format. Additionally, the following are required to use EBYS:

• Municipalities

• Universities

• State-owned enterprises

• Institutions that require e-Government integration

In the private sector, companies above a certain scale are increasingly transitioning to EBYS to maintain their competitive edge and digitize business processes. The use of EBYS is becoming more common, especially among SMEs and corporate organizations.

How Are Documents Archived with EBYS?

The Electronic Document Management System (EBYS) enables documents to be archived securely, systematically, and accessibly in digital format. Compared to traditional filing methods, EBYS offers a much more efficient and user-friendly structure.
Documents archived through EBYS can be classified by subject, creation or entry date, relevant department, document number, document type (letter, report, petition, decision, etc.), and even keywords. This classification makes it easier to search among documents and minimizes the risk of losing files in the archive.
Each document uploaded to the system is assigned a unique identification number. This allows for easy access to the document's history, including who created it, when it was created, what processes it went through, and who viewed it.
Additionally, documents are protected with automatic backup systems, minimizing the risk of data loss. With EBYS’s access authorization features, only authorized individuals can view or modify the documents.

EBYS and E-Signature Integration

EBYS systems are developed in compliance with the Electronic Signature Law and work in integration with e-signatures. Documents prepared in digital environments are signed with e-signatures by authorized personnel defined in the system. Through this process:

• Documents gain legal validity,

• Physical signatures become unnecessary,

• Approval processes are accelerated,

• Secure document management is ensured.

Conclusion

In today’s era of digital transformation, the Electronic Document Management System (EBYS) has become an indispensable cornerstone for institutions. This system, which enables documents to be managed securely, quickly, and efficiently in digital environments, offers great convenience to both public institutions and the private sector.
Providing a range of benefits such as time savings, cost reduction, high security, easy access, and sustainability, EBYS is a crucial step in the digitalization of business processes. The legal validity of documents via e-signatures and systematic archiving enhance institutional efficiency while ensuring full compliance with legal obligations.
For this reason, transitioning to EBYS for modern institutions is a strategic necessity — not only to meet current needs but also to be prepared for the future.