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A document management system (EDMS) registers, versions, routes for approval and archives an organisation's incoming and outgoing correspondence and internal documents in one place. Digital Bridge builds it around the way your organisation already handles records: every document gets one current version, a recorded approval history and a defined retention period.
For paper-heavy organisations the hard part is not producing documents but controlling them. The shared drive fills with "final", "final_v2" and "final_really"; a letter awaiting signature sits on someone's desk or in an email thread; and when the auditors arrive, finding last year's contract and who approved it takes hours.
The system follows each document from registration to disposal. Every document has a named owner and a dated approval trail, and scanned paper becomes searchable by content through OCR. The outcome: documents are found in minutes, pending approvals are visible, and the audit trail is ready when you need it.
Paper and electronic correspondence go into one register. Reference numbers are assigned automatically; sender, responsible unit, owner and reply deadline are tracked, and owners are reminded as deadlines approach.
A document is locked while being edited, so no one creates a parallel copy. Every save produces a new version; earlier versions are kept, can be restored, and changes between them are shown.
Sequential or parallel approval chains are set per document type. You can see whose desk an approval is on and for how long. Electronic and mobile signature integration cuts down on routing paper for wet-ink signatures.
Scanned documents are converted to text, so you can search for a sentence, a tax number or an amount inside the document, not just the file name. Tags and metadata (date, party, project, document type) narrow results further.
Access is granted by unit, role and document type, with a separate tier for confidential records. Every view, download and change is logged against a named user.
A retention period is defined for each document class. Expired records move to a disposal list; disposal requires approval and its record stays in the system.
The auditor asks for a supply contract signed last year and its approval chain. Someone types the supplier's tax number into the search box and the scanned contract is found by its content. The current version, who approved it and when, and who has viewed it all appear on one screen. No trawling through folders, no asking which file is the final one.
To read more before deciding, see our guides: moving to a paperless office with document management, how document version control works and company document retention periods in Turkey. All articles are on the software and document management guides page.
Not on the list? Any organisation with a correspondence register, approvals and retention rules can be set up the same way. Tell us how your records work →
Which document types each unit produces, who approves them and how long they must be kept. Output: a list of document classes and their retention requirements.
Approval chains, the access matrix and numbering rules are written up for each document type and signed off with you.
The system is built; the existing digital archive is classified and migrated, and paper files are scanned and made searchable with OCR.
Departments move over one at a time rather than all at once. Each receives training, and support continues until the new routine has settled.
Access restrictions, retention periods and disposal rules for documents holding personal data are defined at design stage, in line with Turkey's KVKK. When a data subject request arrives, one query lists every document relating to that person. To cover the legal side as well, see our data protection compliance consultancy.
If you do not need a formal correspondence register or multi-stage approval chains, Smart360 SmartFiles organises files into department and project spaces, keeps every upload as a new version instead of overwriting, and offers eight separate permissions per person or department. There is nothing to install. It summarises each uploaded document with AI, lets you ask questions of a document or a whole folder, and your existing files are migrated free of charge with their folder structure. SmartFiles is bought online: buy SmartFiles.
“What about our paper archive?” Paper files are scanned and made searchable by content with OCR, and your existing digital archive is classified and migrated.
“Moving the whole organisation at once is risky.” That is why we go live one department at a time; each receives training, and support continues until the new routine has settled.
“People will keep emailing documents around.” Approval routes are built into the system per document type, so you can see whose desk an approval is on, and electronic and mobile signatures cut down on routing paper for wet-ink signatures.
Tell us how your records are handled today and, after reviewing your document inventory together, we will send a proposal covering scope, phases and price. Call +90 850 346 41 09 on weekdays, 10:00–18:00 (Turkey time), or email info@digitalbridge.com.tr.
A document management system (EDMS) registers, versions, routes for approval and archives an organisation's incoming and outgoing correspondence and internal documents in one place. It is used by public bodies and municipalities, law and accounting firms, construction and contracting companies, healthcare providers, businesses running a quality management system, and any organisation with heavy document traffic.
File sharing focuses on storing, versioning and sharing files with the right permissions. An EDMS adds a formal correspondence register: incoming and outgoing documents are numbered, the responsible unit and reply date are tracked, and each document type follows its own approval chain, retention period and disposal process. If you do not need a formal register or multi-stage approvals, Smart360 SmartFiles may be enough.
Yes. Scanned documents are converted to text with OCR and included in full-text search, so you can search for a sentence, tax number or amount inside a document without knowing its file name. Results can be filtered by metadata such as date, party, project and document type. Your existing paper archive can also be scanned and made searchable during migration.
Yes. Sequential or parallel approval chains are set up per document type, and e-signature and mobile signature can be integrated. You can see whose desk a pending approval is on and how long it has waited. Who approved, viewed, downloaded or changed which document, and when, is recorded, which reduces the need to circulate paper for wet signatures.
A retention period is defined for each document type. Expired documents move to a disposal list, disposal requires approval, and the disposal record stays in the system. Access restrictions, retention and disposal rules for documents holding personal data are defined at design stage, in line with Turkey's KVKK, and when a data subject request arrives one query lists every document relating to that person.
No. The move happens one department at a time: document types, approval chains and retention rules are mapped first, and the system goes live in the first department. Each department is trained and supported until usage settles. The paper archive is scanned and made searchable with OCR, and the existing digital archive is classified and imported, while other departments carry on working as they do today.
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