Every document in one place,
signed and findable.
Incoming/outgoing records, digital archive, e-signature chain and role-based access on one platform. Scanned documents are read with OCR, classified and routed to the right unit; initials and e-signatures are completed from mobile, the retention period is assigned automatically. TS 13298 compatible process design; runs in-house.
Entry, signature, archive and search in one chain
One record from the moment a document enters the system to the disposal plan: who viewed, who signed, which version is current, when it will be disposed. A searchable archive replaces scattered folders and e-mail attachments.
Incoming/outgoing records
Every document from scanners, e-mail, KEP and hand delivery in one queue; automatic numbering, barcode/QR label, custody and delivery tracking. Outgoing letters are produced from templates.
"GLN-2026-01472 · barcode printed · custody: procurement"OCR and automatic classification
Scanned documents are read in full text; type, sender and subject suggestions appear and the class in the file plan is proposed. The records officer confirms, the system learns.
"Class suggestion: commercial correspondence · confidence 94%"E-signature, initials and approval chain
Sequential/parallel initials and e-signature; from mobile and desktop. The chain is built automatically by role and class; delegation rules and reminders included.
"3/3 signatures complete · 6 h 12 min"Versioning and change history
Every document is versioned; old versions are never deleted, the current one is marked. Who changed what is visible on the comparison screen.
"v4 current · 2 differences vs v3"Role-based access, retention and disposal
Who views, who downloads, who shares: by role and class. The retention period comes with the class; expired documents are listed for the disposal committee, the decision is recorded.
"Retention 10 years · disposal 2036 · 3 documents at committee"Folder templates
Ready folder trees and mandatory document lists for project, customer, supplier and personnel files; missing-document alerts. The file plan is adapted to your organization.
"Personnel file: 11/12 documents · missing: health report"The journey of an incoming document
A representative flow: from scanner to archive, which step the system does automatically and where a person initials and signs. The same skeleton applies to outgoing letters, contracts and personnel files.
- Document scanned
A price-revision letter from a supplier was scanned on the MFP at the Gebze plant; the system assigned a number (GLN-2026-01472) and printed a barcode label. - OCR and class suggestion
Read in full text; sender "Arslan Metal A.Ş." and subject "price revision" recognized. Class suggestion: commercial correspondence, retention 10 years. A link to the supplier file was proposed. - Records officer confirmed the entry
Verified the class and file link, edited the subject. The system built the chain by role rule: procurement manager → finance → deputy GM. - Chain started, reminder set
A mobile notification went to the procurement manager; a 1-business-day target per step, with a reminder to the unit head when exceeded. - Procurement manager initialed
From mobile; note: "Compared with the price clause in the current contract, NexCLM record attached." Initials in the trail with a timestamp. - Finance and deputy GM e-signed
Finance noted the budget impact; the deputy GM e-signed from desktop. 3/3 signatures, 6 hours 12 minutes in total. - Result: archived and searchable
Filed in the supplier file as the current version; retention 10 years, disposal year 2036. An outgoing draft for the reply was opened; the whole chain is visible in the audit report.
Every document is one record: date, sender, class, signature chain, retention period and attachments together. Who viewed which version and when, in the audit trail.
12.10.2026 · Arslan Metal A.Ş.recordedticari yazışma · OCR önerisiconfirmed11:40 · mobil parafinitialed15:20 · e-imzasigned10 yıl · imha 2036plannedIncoming queue, e-signature chain, archive search
Sample screens: the queue for the records officer, the mobile chain for the signer, full-text search for everyone.
| Step | Person | Time | Status |
|---|---|---|---|
| Initials | H. Çetin | 11:40 | tamam |
| E-signature | N. Aydın | 14:05 | tamam |
| E-signature | K. Ersoy | 15:20 | tamam |
| Archive | sistem | 15:22 | kayıt |
How does it work with your documents?
Pick your industry to see which folder templates and flows come ready on day one and what is shaped by your rules.
Supplier correspondence, quality documents and technical files in one archive; tablet access on the shop floor.
Plant-level incoming queue, supplier and customer files, quality certificates and technical drawings in a versioned archive; the document an ISO auditor asks for is found in seconds.
- Supplier and customer filesCorrespondence, certificates and contract annexes in one folder; linked with NexCLM.
- Quality documentsCertificate expiry tracking; versioned instructions and procedures.
- Technical drawings and specsCurrent version marked; old versions do not reach production.
- Audit preparationDocument set by class and date; exportable report.
The same file plan, the same signature chain and one audit trail across group companies.
Company-level incoming/outgoing records and a shared file plan; board resolutions, contract annexes and official correspondence visible by permission, group legal and internal audit search from one screen.
- Company-level recordsA separate number series per company; the group center sees all.
- Board and general assemblyResolution annexes, signature chain, access only for authorized roles.
- Official correspondence and KEPNotice deadline tracking; automatic routing to legal.
- Internal audit reportWho, when, which document; filtered by company and period.
Site correspondence, progress-payment annexes and project drawings in the project folder; photo records from the field.
Project-based folder template: client correspondence, progress payments and addenda, drawing revisions, minutes; the site manager records from mobile, head office runs the signature chain.
- Project folderClient, subcontractor and supplier correspondence separated by project.
- Progress payments and annexesQuantities, minutes and invoice annexes versioned; finance signature in the chain.
- Drawing revisionsCurrent revision marked; old revisions do not reach the site.
- Minutes and photosDate-stamped records from mobile; an evidence file in disputes.
Official correspondence, quality documents and personnel files by permission; access to sensitive documents is logged.
Incoming/outgoing records for hospitals and clinics, Ministry of Health correspondence, quality-standard documents and personnel files; in sensitive classes even viewing is tracked.
- Official correspondenceMinistry and provincial letters to the right unit with deadline tracking.
- Quality documentsProcedures and instructions versioned; read confirmation from staff.
- Personnel fileMandatory document list, diploma and certificate tracking.
- Sensitive access trailWho viewed when; KVKK report exportable.
Board resolutions, official correspondence and student/member files at universities and foundations; public-style records order.
Unit-level incoming/outgoing records, senate and board-of-trustees resolutions, protocols and donation documents; a public-style records order with standard number series and file plan, TS 13298 compatible process.
- Unit-level recordsFaculties, institutes and administrative units in separate queues; the rectorate sees all.
- Board resolutionsResolution annexes and signature chain; access only for members and officers.
- Protocols and donation documentsParties, term and renewal date; with NexCLM.
- Student / member fileFolder template, mandatory documents, retention period.
Live in four steps, in-house
- 01
Discovery
We map your document types, file plan and signature chains together; the current folder and e-mail order, retention periods and permissions are captured.
- 02
Configuration
File plan, classes and retention periods are defined; signature chains are built by role, folder templates prepared. Roles come from the directory (AD/IdP).
- 03
Data migration and integration
The old scanned archive is bulk-imported with OCR; e-signature/KEP, scanner/MFP, e-mail, ERP and NexCLM connections are set up.
- 04
Go-live and training
Live with a pilot unit; records officers and signers are trained, queue and chain times are monitored in the first week, the file plan is extended by your own team.
Start with one module, grow on the shared platform
All 12 modules share the same user directory, authority matrix, workflow engine and audit trail; they run on-premise or in your own cloud.
Runs in-house
Documents and signature records never leave the company; the archive runs on-premise or in your own cloud. KVKK rules, retention and disposal periods apply per class.
Role-based access
Who views, who downloads, who signs: by role, unit and document class. In sensitive classes even viewing is logged; the authority matrix is shared with the other modules.
Versions and audit trail
Every document is versioned, the signature chain is timestamped. TS 13298 compatible process design; immutable, exportable record. Process compatibility, not a certificate claim.
Shared platform
The approval engine, NexCLM, procurement and HR modules link their documents to this archive; start with one module and grow on the same user directory and file plan.
The archive works together with the approval engine and contracts
Workflow & Approval EngineThe initial and e-signature chain flows on this engine; SLA, reminder and delegation rules are shared.
NexCLMContracts and annexes are kept in the archive as versioned documents; the signed copy and correspondence in the same file.
Legal & Regulation AgentReads incoming official letters and notices, extracts the deadline and relevant regulation, submits a reply draft to the chain.Common questions
Can our old scanned archive be migrated?
Yes. PDF and image files are bulk-imported and read in full text with OCR; class and date are suggested from file name and content, the records officer verifies by sampling. Migrated documents are searched in the same archive as new ones.
Which e-signature providers does it work with?
With the qualified e-signature and mobile signature of the authorized certificate service providers in Türkiye; KEP sending/receiving is integrated. E-signature is not mandatory for internal initials and approvals; which step requires a qualified signature is defined per class.
How do retention and disposal rules work?
The retention period comes with the document class and is adapted to your file plan. Expired documents are listed for the disposal committee, the decision and minutes are recorded; documents under legal hold never enter the disposal list. It is a TS 13298 compatible process design.
Do you hold a TS 13298 certificate?
On this page we say "TS 13298 compatible process design": records entry, classification, retention and disposal flows are built according to the structure the standard describes. If you need certification, we clarify the scope together in discovery.
Does it connect with our existing ERP / file server?
Yes. Documents are linked to account, order and invoice records in the ERP; folders on SharePoint or a file server are imported or kept as links. The boundary is drawn in discovery.
On-premise or cloud?
Both. The archive is installed on-premise or in your own cloud; documents and signature records never leave the company. Backup and access policy follow your IT standard.
Do we have to buy the other modules with it?
No. Document & Archive works on its own as an incoming/outgoing records and digital archive system. Workflow, NexCLM and the other modules added later come with the same user directory and file plan; no reinstallation.
Let's design your archive together
In a 30-minute demo we set up one of your most time-consuming document flows (incoming letters, contracts, personnel files…) together; see OCR, the signature chain and the search screen live.