Dynamic Document Management

PaperWork’s  dynamic document management approach consists of three stages:

Automatic Document Collection and Management:

This approach is based on managing business processes and documents together on the same platform. With this system, documents created, collected and managed throughout processes are automatically organized under a single central document management system instead of remaining scattered across different systems. PaperWork BPM collects documents during processes and transfers them to corporate memory.

Central Management Through Integration:

PaperWork works in integration with enterprise applications and services, transferring documents from different systems to a central document management system (PaperWork Content Server). This means documents are viewed and managed from a single point. Operations such as access rights, e-signature, KEP (Turkish registered electronic mail), version control, search and AI-powered data masking are managed centrally.

Management with Artificial Intelligence

PaperWork Document Management is integrated with AI-powered solutions such as ISDD for masking personal data, Intelivus CDP (Cognitive Document Processing) for document classification and data capture, and Query Insight for question-and-answer applications. These solutions automate document management, enabling more efficient decisions in data analysis and business processes.

Advantages of Dynamic Document Management:

1. Centralizing Documents: In traditional setups, documents are collected in systems such as ERP and stay there, while in PaperWork BPM these documents are automatically transferred to the dynamic document management system. As a result, users and departments working on documents can access all of them through a single central platform.
   
2. Automation of In-Process Documents: Documents such as quotes, contracts and invoices collected during PaperWork BPM workflows are transferred to the document management system instantly, before the process is even completed. This eliminates time-consuming, error-prone work such as manually moving documents between systems. For example, quotes collected in a procurement process are saved directly to the system's own document management system and do not stay in the ERP or other business management systems.
3. Document Version Management and Access Control: The dynamic management offered by PaperWork BPM versions documents and ensures the correct version is used in every transaction. Who updated or approved a document, and when, is recorded in the system, providing full control over documents. In addition, user permissions let you define in detail who can access which documents.
4. Speed and Efficiency: With dynamic document management, documents are managed automatically and in an integrated way with the process, so there is no need for manual work. This means processes are completed faster and errors are minimized with less human intervention.
5. Compliance and Security: Collecting documents in one place makes it easier for companies to comply with legal regulations and security standards. Features such as e-signature and KEP (Turkish registered electronic mail) integration in particular ensure the legal validity of documents and allow them to be managed securely.
   

Why Dynamic Document Management?

• Building Corporate Memory: Collecting all documents gathered throughout processes under a central management system builds the company's corporate memory. This keeps work running without interruption, especially during staff changes or long-term leave.
• Cost Savings: Managing documents digitally reduces paper use and the need for physical storage. Automating manual work also delivers significant savings in labor costs.

PaperWork BPM’s dynamic document management approach both speeds up workflows and makes information easier to access by automatically collecting and managing documents during processes. Collecting documents on a central platform without manual transfers makes processes more efficient while also reducing the risk of errors.

Sources

https://www.ibm.com/think/topics/document-management
https://www.ibm.com/think/topics/document-workflow
https://www.ibm.com/docs/en/cloud-paks/cp-biz-automation/25.0.1?topic=capabilities-content-services