What is Document Management System (DMS)?
Utilization of a computer system and software to store, manage and monitor any document, information and visual material created by organizations is called Document Management System. Document and content capturing includes the processes necessary to monitor, store and control the documents. We can list the basic features of Document Management System software, provided by Bimser to its customers, as follows:
You can coordinate multiple users to edit a document at the same time and prevent overwriting of a document with check-in/check-out function.
You can see the progress of a document and its differences with version control.
Audit trail function enable you to view who has used and accessed a document since it was created.
You can use filing system to store and archive the documents and manage these archives.
The main objective of all organizations is to facilitate their business processes and to increase productivity regardless of their sizes and industries. Our eBA document management and archive management software ensures to reach the correct document among millions of documents in seconds, automates boring and time consuming manual processes, such as filing and approving and ensures that any document and information created through these processes are produced or processed electronically. You can even access these documents and processes by your mobile devices even you are not on your desk. You can ensure that all your corporate documents are stored and backed up in a central location for extraordinary situations.
A recent survey by PwC shows that employees spend 40% of their time in average to manage documents that are not actually necessary. IDC states that employees spend 20% of their time to find information within printed documents and 50% of them cannot find the documents they need.
With our Bimser Document Management System solution, you can immediately respond to the requests of internal and external customers, auditors and suppliers and increase customer satisfaction. You can accelerate and take document distribution and copying operations under control. You can also prevent document losses. With our Document Management System software, you can ensure that your employees focus their time on the works that they do best instead of spending to find the documents.
You can create faster and more effective solutions with our document management system software for document based processes, such as invoice management, contract management, employee recruitment and dismissal, etc. You can also prevent the documents to manage you thanks to our Workflow Management System solution. Because these documents are either inputs or outputs of your business processes.
You can simultaneously notify your employees affected from changes in the documents and ensure that your processes run according to your latest arrangements and your employees access the latest version of your documents.
How is Document and Archive Management performed?
Initially, you have to start the process by selecting the right software. There are national and international standards for document and archive management. Today, document management systems are no longer standalone software and have started to provide content service to all LOB (line of business) applications ERP, CRM, HR, etc.). Therefore, the selected software must support national and international standards, such as TS 13298, ISO 15489, CMIS, etc.
Establishment of the right systematic in these systems, at where millions of documents and information are stored, does not only require the storage of documents, but also requires ensuring that access is provided on the right time, documents are destroyed, archived or included to re-evaluation processes on the right time and in case of necessity. You can manage all these processes with Bimser’s Document Management System software, which can configure them according to the organization’s requirements.
Today it is much more important to have a software that operates completely in harmony with national regulations and does support global standards. These standards are sine qua non especially for organizations that export their products and have commercial relationships with international companies. While working in harmony with all electronic signature service providers approved by the Republic of Turkey (KamuSM, TürkTrust, e-güven, e-tuğra, e-imzatr), you must also manage your documents with a system that fully complies with the services provided by global electronic signature providers (DocuSign,Verisign, etc.). Furthermore, your system must be 100% compatible with KEP, which is one of important technologies of today and is a must for organizations.
With Bimser’s document management system software you can store the documents in an environment (database, file server, object storage, etc.) suitable for the organization’s structure. You can even ensure that the system operates in compatible with the compression and encryption algorithms determined by your organization.
Based on all these features and specifications, it is possible to have a document and archive management with a correct consultancy and configuration, prepared for an application with the capabilities to operate as a document service provider for all applications of the enterprise (ERP, CRM, HR, etc.) in order to use a proper document and archive management system.
Document Management Software and Program: eBA
We aim to offer a product compatible with standards and the latest technologies to our customers by supporting local standards with local agility and flexibility and closely following global standards and developments. Being aware of completely document focused approach of document management systems, we focus on the automation of enterprise business processes with eBA. Since documents are inputs and outputs of these business processes, we do not only aim to store corporate documents by a strong workflow engine within eBA, but also to use these documents in appropriate processes, at the right time and in the right location. While doing this, we can manage the entire lifecycle of a document, starting from creating the document to reaching correct resources within the organization and destroying the document on the right time. We ensure that documents achieve legal validity with electronic signature support and generated EYP and KEP messages are sent electronically to relevant organizations and entities.
Our software solution, which supports full text search with technologies, such as OCR and ICR, allows users to find relevant document automatically by searching not only metadata or tags but also the content while accessing them. eBA associates the documents with each other and ensures that any person, who accesses the document, can also access other associated documents quickly. So the time spent for searching documents is minimized and employees use their time more effectively. Documents are tagged and searched documents are made available quite fast thanks to technologies, such as ML (Machine Learning) and AI(Artificial Intelligence) being used and document tag details are created automatically when creating the document.
Today, one of the greatest problems of organizations is to digitalize silos of physical documents and to access them as well as to manage the physical locations of these documents, which must be stored due to regulatory requirements. Thanks to intelligent scanning features of eBA, it is possible to transfer these documents to electronic environment with tags while they are digitalized, to keep their physical location details and to ensure that their both digital and physical formats can be accessed quickly. All these can also be managed by robots without any human intervention if necessary configurations are made. It is possible to connect to the enterprise applications and check the accuracy of documents with these intelligent robots and to direct erroneous or ineligible documents to a pool.
You can create documents compatible with local standards and manage the lifecycles of documents with Bimser’s Electronic Document Management System module, which has TS 13298 certification. You can create content suitable for official communication procedures and principles, you can work in harmony with all electronic signature service providers and sign the documents electronically.
Our solution, which offers a strong integration infrastructure with SAP, one of the most widely used ERP systems of today, can export all the processes to SAP system and function as a content storage for SAP systems and it has been proven by being certified by SAP that our solution is fully compatible with SAP.
You can create and manage Office documents through the system thanks to our Office Server integration. Additionally, you can export any document you have created by working on Microsoft Office interface directly to our document management system thanks to Office components of our solution.