GDH Electronic Document and Archive Management System

The General Directorate of Highways is now using Electronic Document and Archive Management System to automate institutional document and archive management processes and to prevent costs and time losses.

General Directorate of Highways (GDH), located in Ankara, carries out its activities in 81 provinces in Turkey. GDH needed the Electronic Document and Archive Management System (EBYS) due to such problems as the physical tracking of thousands of pages of documents per day, difficulties in searching for the old documents, the physical tracking of the incoming documents, and the loss of time when the documents are sent to different cities due to those concerned. The aim was to make all the works in the institution fast, safe and practical.

9000 users reached

The project started with analysis of the documents and work flow processes of GDH. Our existing Documents Innova product was configured according to analysis results and reflected in GDH environment. We made additional improvements specific to GDH. Institutions units and organizational structure throughout Turkey, user and user information, document flow process was reflected on the application. Users from the central and provincial organizations came to Ankara and received training. The project that began as a pilot program at Information Technology Department later on went live simultaneously all over Turkey. By 2015, the number of users increased to 9000.

4 million pages produced so far

As of April 2015, the number of pages produced on the system reached 4 million. The number of documents included in the system via scanner was 1.2 million (number of pages). Before the project, all these documents were printed out and xerocopies were created due to the fact that the works were done through physical documents. With Documents Innova, enormous paper savings was achieved as there was no need to print about 2 million pages.

In addition, before Documents Innova, hundreds of correspondences that were made by the institution on a daily basis with its provincial organization were made by physical mail. This incurred large postal costs and was a waste of time. The use of the system has prevented such additional costs.