Electronic Document Management System (EBYS)
The Electronic Document Management System (EBYS) is designed to digitally manage all institutional documentation that serves as evidence of organizational activities. This system ensures that content, format, and relational properties of documents are preserved while managing their lifecycle from creation to disposal in an electronic environment.
Objectives of EBYS
EBYS facilitates both internal communication between university departments and external correspondence with public institutions and organizations by digitizing these processes. The primary goals include:
- Standardizing official correspondence
- Reducing document processing time (such as approval and forwarding steps)
- Minimizing effort, time, and stationery costs
- Ensuring secure and efficient archiving of documents
Functions of EBYS
- Documents follow predefined workflows, ensuring they reach the right person at the right time in the shortest possible way.
- 24/7 document submission and retrieval within departments.
- Real-time tracking of document status during circulation.
- Documents can be quickly categorized and archived.
- Advanced search options allow users to find documents with a single click, based on authorization levels.
- Simultaneous access to the same document from multiple locations.
- Approval workflows can be defined to control document circulation and distribution
- Documents can be distributed to multiple recipients at once with a single click.
- Delegation of authority allows employees on leave to assign their tasks to others.
- Performance evaluation is possible by monitoring pending and processed documents
- Access control and security measures protect sensitive documents.
- With electronic signatures, both internal and inter-institutional correspondence can be securely conducted in a fully digital environment.
