Secure, controlled and traceable management for your documents.
Electronic Document Management brings the lifecycle of documents created within or received by an organization into an organized, secure and auditable structure. Delfin provides an electronic document and records management approach tailored to your organization for document creation, classification, access, archiving, retention planning and controlled disposal processes.
Manage the document lifecycle within a single structure
Creation and Registration
Documents are brought into an organized registration and classification structure.
Access and Authorization
Users can access only the documents they are authorized to view.
Storage and Archiving
Documents are managed in a way that preserves corporate memory.
Audit and Continuity
Document movements become more traceable and reportable.
Document Integrity
Documents are protected within a controlled structure; change, access and retention processes are managed more securely.
Fast Access
Authorized users access the documents they need faster and through the right channel.
Corporate Memory
Document-based knowledge becomes sustainable independent of individual employees.
Auditable Process
Document movements, access permissions and retention processes become more traceable.
What Is the Difference Between DMS and EDMS?
Electronic document management and electronic records management may appear to serve the same need, but their purposes and control levels differ. Delfin supports your organization in determining the right structure according to your needs.
Electronic Document Management Systems
Focuses on accelerating document creation, editing, sharing and operational use in daily business processes.
- Documents can be modified within the system.
- Storage and usage processes can be managed by the document creator.
- Supports faster, more efficient and controlled daily operations.
- Provides a flexible structure for internal collaboration and document sharing.
Electronic Records Management Systems
Focuses on preserving document integrity, reliability, retention processes and evidential value for corporate activities.
- Records cannot be modified; document integrity is preserved.
- Disposal actions are carried out only through controlled processes based on retention plans.
- The classification system is defined by the records manager and system administrator.
- Contributes to preserving corporate memory and document reliability.
How Does the Electronic Document Management Process Work?
An effective electronic document management structure is not built only by choosing software. Document types, authorizations, retention plans and workflows must be planned together.
Analysis
Document types, department needs and the current process structure are evaluated.
Classification
Documents are organized according to type, process, retention need and access authorization.
Authorization
The access level of each user for each document type is defined.
Archiving
Documents are stored within a secure, traceable and accessible structure.
Continuity
Usage, audit, reporting and process improvement steps are supported.
Control and Reliability in Document Management
Why Should Documents Be Managed in a Controlled Way?
In organizations, documents are not only part of daily work; they are also evidence of decisions, transactions and corporate activities. When document access, changes, storage and disposal processes are left uncontrolled, risks arise in terms of information security and corporate memory.
- Preserving document integrity
- Preventing unauthorized access
- Recording corporate activities
- Strengthening audit and reporting processes
How Does Delfin Provide Support?
Delfin analyzes your organization’s document and records management needs and helps you build a model suitable for a DMS or EDMS approach. The goal is not only to keep documents in a digital environment, but to manage them securely, accessibly, in a classified structure and sustainably.
- Electronic document and records management consultancy
- A structure aligned with archiving and retention processes
- User authorization and access model planning
- Workflow, reporting and auditable process design
Where Is Electronic Document Management Used?
Electronic document management provides order, access, security and corporate continuity in all departments that work with document-based processes.
Contracts and Official Documents
Helps contracts, correspondence, minutes and official documents be stored in a controlled way.
Human Resources Documents
Personnel files, leave documents and internal records can be managed based on user authorization.
Finance and Accounting Documents
Financial documents, forms and transaction records become more organized and traceable.
Archive Documents
Documents in physical or digital archives are tracked within a classified and accessible structure.
Operational Documents
Documents used in departments’ daily workflows can be found and shared faster.
Audit and Reporting
Document movements, access records and process performance can be reported more easily.
Let’s determine the right electronic document management model for your organization together.
You can contact the Delfin team for your electronic document, records management, archiving and controlled access needs.