Digital Document Management
The importance of the Digital Archive has increased even more, especially with the remote working that has emerged recently with the pandemic and the personal data protection law that has been enacted.
Features such as authorization-based fast access to the documents needed, the ability to work on the same document simultaneously, the ability to track actions such as document viewing, sharing, adding, and secure deletion, and the ability to detect and search the typefaces on the image with OCR (Optical Character Recognition) have made these systems even more prominent. So what are Digital Archive and Digital Archive Management Systems?
In its simplest form, Digital Archiving is the storage of digital copies resulting from scanning physical documents or documents and data arising in electronic media as a source in electronic data storage areas. These archives can be systematically positioned or stored in stacks.
Digital archives can be managed with Windows, MacOS, Linux, Android, IOS, and similar operating systems. However, although the filing structure of operating systems helps to find the relevant data from the file name or spreadsheet content after storage and later; as the needs such as the number and size of stored data, the number of users who need access to the archive, the number of users who need access to the archive, finding by data type, security, viewing the transaction history, detection of digital copies that need to be destroyed or the transaction authorization restriction that can be made on the document increases; it becomes difficult to ensure data control, control and security with these operating systems. This is where Digital Archive Management Systems come to the aid of personal, business, and institutional archives.
Digital Document Management Systems (DMS) are software and applications that help you manage your electronic inventory's data stacks, documents, and documents by adhering to certain predetermined methodologies. Electronic Document Management Systems, which we often hear about today, are the kneaded forms of these systems with processes. Türkiye
Although digital document management software and systems vary according to institutions and sectors, they basically offer storage, authorization-based access, secure sharing, naming, indexing, access to data with OCR (Optical Character Recognition), logging, reliable backup, destruction time tracking, metadata and tagging, comprehensive search services.
Digital Document Management Systems offer On-Premise or Cloud-based access according to the preference of organizations or businesses. The SaaS model has become the common choice with the increase in current technology and hosting costs. The SaaS model can be defined as the development, automatic updating, backup, and payment used over the internet of cloud-based software without incurring extra costs. They are more cost-effective, more comprehensive regarding security, and more reliable with backup and uninterrupted service policies.
As REISSWOLF Türkiye, we have developed a Digital Document Management System in accordance with this model.
Doxagon REISSWOLF is a Digital Document Management System developed in partnership with BIS by blending Türkiye's experience in the archive sector. Please click on the link for detailed information...
The impact of digital transformation on business processes increases as more businesses experience it. Although the pandemic has left bad memories globally, Digital Transformation activities have accelerated considerably, and this field has gained severe experience. As REISSWOLF Türkiye, we have taken our share of this process and expanded our range of products and services to support Digital Transformation for our Archive sector.
"REISSWOLF Türkiye Digitization Solutions" allows you to transfer your physical archive to digital quickly, smoothly, and safely. It promises a comfortable and efficient archive management process after digitization. How exactly do we ensure this?
REISSWOLF Türkiye is a business that offers end-to-end archive solutions. In this context, we directly affect the efficiency of your business processes, especially with the management, digitization, and service continuity of your physical archives.
The space that physical archives occupy in businesses, personnel employment for their management, hardware investment costs, documents that cannot be found as desired or the time spent to find them, lack of security, lack of destruction tracking, the need for physical sharing, lost or forgotten documents, and the loss of business and money caused by many other reasons are far beyond the costs of digitization.
Digitalization is no longer a need but a necessity with the advantages it provides and the scope of Digital transformation.
The "Digitalization and Digital Document Management" process starts with a needs analysis. Before digitization, the scope is created by questioning the processes to develop the outputs most efficiently. It begins with the scanning/digitization service performed at the location of our customers or REISSWOLF Türkiye's high-security operation unit monitored by 24-hour security cameras with procedures in accordance with confidentiality regulations.
During the digitalization process, your physical archive documents are scanned at the right resolution and quality with appropriate scanners according to the characteristics of the materials within the scope of the industrial or project. The scanning process is completed in accordance with the physical storage method without disturbing the group and sequence. After scanning, naming can be done on a document basis, or indexing can be done in the Digital Document Management system. Quality copies are obtained thanks to image enhancement tools. Thanks to REISSWOLF Türkiye's software infrastructure, you can use your digitalized archive with your other digital data, regardless of space and time.
We can summarize the advantages of digitalization and Digital Document Management Systems as follows;
The document digitalization process, which is carried out in isolated areas under the supervision of our competent and experienced team, is managed in accordance with TS 13298 (Electronic Document Management System), ISO/TR18492:2005 (Long Term Preservation of Electronic Document-Based Information), ISO 9001 Quality Management System and ISO 27001 Information Security System standards.