What is EDMS?

Directorate of Archive and Document Management

Dear Users,

You may access the Atılım University Electronic Document Management System via the link ebys.atilim.edu.tr,

with your institutional e-mail user name and password.

View the EDMS Help Documentation here.

WHAT IS THE ELECTRONIC DOCUMENT MANAGEMENTS SYSTEM (EDMS)?

The electronic document management system picks the documents, which may be created through of administrative activities, among all kinds of documentation produced by administrative units during their work flow; protects content, metadata, format and relational features; and provides electronic management of documents.

Amendments to Regulations on the Principles and Procedures for Official Correspondence that entered into effect on July 1, 2020.

Source: “Regulations on the Principles and Procedures for Official Correspondence” published in the Official Gazette no. 29255.

What is the purpose of the Atılım University EDMS?

            By ensuring that both internal and external correspondences are exchanged via computers, EDMS aims to:

  • Save on labor, time and stationery expenses;
  • Standardize the correspondences;
  • Shorten forwarding, initials and approval periods of correspondences;
  • Archive the correspondences properly.

What may be done with EDMS?

  • Documents may be sent to the correct recipients in the easiest way by means of definite work flow routines.
  • The current situation of documents may be tracked in circulation.
  • Documents may be rapidly filed and archived.
  • Documents may be accessed with one click thanks to various searching criteria based on authorization levels.
  • The same document may be accessed by multiple users simultaneously.
  • The initialing process and the order of documents in distribution and circulation may be defined.
  • Documents may be distributed to multiple receivers with one click.
  • System authorizations may be transferred to another employee in the cases where an employee goes on leave, or if the relevant unit has night shifts.
  • Pending and processed documents may be checked and employee performance may be evaluated.
  • Access and inaccessibility security for documents may be ensured.
  • The exchange of correspondences and sharing documents via computers with digital signatures may be facilitated.
  • Digital signatures will make it possible to exchange not only internal but also external correspondences via computers.

 Benefits of the EDMS

  • Reducing document preparation and conservation costs.
  • Saving on stationery expenses, time and labor.
  • Ensuring the opportunity of secure and non-spatial access.
  • Providing fast and accurate document flow.
  • Reporting the issues occurring in all processes. Turning archived documents into managed information.

Requests for solutions to electrical, air conditioning, projection and telephone malfunctions that are under the responsibility of the Directorate of Technical Affairs will be made via the EDMS, except for emergencies.

You may view the help document via the link for the Technical Affairs malfunction request form.

You may view the relevant help document via the link for the Event Request Form.