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KETS Evrak 2000
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 In today's competing world, being able to access to the right information quickly and easily is one of the most important advantages to be successful. The daily business processes that take too much time formerly can be handled more easily and quickly today with the help of the developments in computer technology. The most common process in organizations is management of incoming and outgoing correspondence documents. Folders of papers must be handed out between users all the time. If the document is related to more than one process, it should be copied and then distributed to several people. This makes it nearly impossible to track the status of the documents. It is a very common issue to have many different versions of the same document in various stages. And it is likely to have a delayed, misplaced or destroyed paper fax document.
Evrak 2000 is a powerful business process and document management solution consists of four main modules and helper components.
It gives the possibility of managing and archiving of documents centrally and operating business processes electronically and securely. Furthermore the users can access to all the documents all the time according to their security levels. Documents flow through the organization easily and reach to the appropriate destinations under approval mechanisms. Evrak 2000 minimizes network traffic and disk space utilization on the user's desktops, by sending a pointer to the original saved document instead of the entire file. It also helps to save the paper and stationery expenses.
The solution integrates tightly with KETS Fax Router and takes all the inbound faxes and starts business processes.
Internal Correspondence, Incoming External Correspondence, Outgoing External Correspondence and Incoming Fax modules make up Evrak 2000 solution.
Internal Correspondence
Internal Correspondence Module controls the approval processes and correspondence traffic in the organization. This module covers all the business process steps consist of creating documents, sending them to approval, approving them and distributing them to users. The tools supplied with this component help users in doing their jobs related to correspondence easily.
Even the users with a little experience can create an internal correspondence document by answering the questions in the steps of document creation wizard. The wizard collects information like the document subject, related documents and references, the user names for the approvals and the document template, in nine steps. Then it creates the document with Microsoft Word, enters all the data into the template and archives it in the server. If the document needs approval, the server sends it to the users to be approved and tracks the whole approval process. After the document gets all the required approvals, it is distributed to the selected recipients including the carbon copies. Access privileges can be assigned to the workflow steps to ensure that only authorized users can access to the document at specified times. For these security settings, both the document management system and security subsystem of Evrak 2000 are used.
Incoming External Correspondence
Incoming External Correspondence Module is used to store the inbound documents centrally. It transfers them to computer environment, archives them and starts business processes. The module also integrates tightly with KETS Fax Router and archives the incoming faxes automatically and distributes them to the users.
Incoming external correspondence documents are created with the scanning stations. Operators scan the paper documents and transfer them to the system. Users also view the documents that are received electronically with the same user interface. Operators can annotate the documents by using tools like text, sticky note, redliner, arrow, highlight, sound, video and OLE without changing the original images. Users can also link the documents to each other in the same way.
Outgoing External Correspondence
 Outgoing External Correspondence Module is used to store the outbound documents centrally. It transfers them to computer environment, archives and sends them. Incoming and outgoing external correspondence modules resembles in main aspects. Same user interfaces are used for better utilization of system resources. This is also an advantage for the operators because they do not need to learn different user interfaces. Before archiving the documents to the system, operators enter the required information, destination addresses, recipients and carbon copies in the organization and then the server saves the information. The documents are added to the lists in the user programs and the users also receive information by e-mail. System originated e-mail messages include index information like the subject and date of the document and a link to the original archived file. Disk space utilization on the e-mail system is minimized by sending a pointer instead of sending the whole document. Another advantage is that the users who access to the documents through these link files can only do operations according to their security privileges.
Incoming Fax Module
Incoming Fax Module tightly integrates with KETS Fax Router and stores inbound fax documents in Evrak 2000 system. User interface consists of two parts. The list of the fax documents is shown on the left side while the fax images are viewed on the right side of the screen. The list can be filtered to show only the new fax documents or all fax documents.
The users can access to the index information like fax line, number of pages, date, time, sender and CSID from the user interface. Fax images can be rotated, zoomed in and out, viewed in width of page, length of page or fit to window mode.
Customer Example
One of the customers of Evrak 2000 is a widely spread organization which has a very intensive document traffic between the departments and a very detailed business process approval mechanism.
Before Evrak 2000 was deployed, service vehicles were transferring the documents periodically between the departments. Furthermore couriers with motorcycles were taking the urgent documents to their recipients.
When the document traffic increases, delays were occurring in processes and the organization were hiring extra personnel. In general it was nearly impossible to track the status of the documents. Additionally the incoming fax documents were added to these processes and the intensity increased more.
After the solution were deployed, all the document traffic started to take place by means of electronic messaging. The documents are now created in computer environment, then archived and sent to their recipients electronically. Users can access to the documents easily and quickly whenever they want. The processes that used to take days, are now finished in a small fraction of time. Incoming faxes are processed immediately and workflow operations are started. Documents are transferred to the right users at the right time without the need of service vehicles and couriers. There is a huge productivity increase in operations and the solution helped the organization in saving the expense of hiring additional staff.
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