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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.
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.
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.
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