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From paper archives to a searchable digital archive.
Records management keeps completed documents safely stored, quick to find, tracked against retention periods and disposed of by rule when they expire. M-Files manages everything from incoming and outgoing correspondence to contracts in one electronic archive.
One structure, from intake to disposal.
Intake and scanning
Paper documents are scanned and documents from email and other systems are captured directly, with OCR making their content searchable.
Classification
Document type, related person or company, date and department are captured as metadata, and AI automates much of this work.
Incoming and outgoing correspondence
Registration, routing, approval and reply steps run through workflows and are completed with electronic and mobile signatures.
Permission-based access
Who can see which record is set by document type and role, and every access is logged.
Retention and disposal
Retention periods are set by document type, and expired records are disposed of through an approved process or moved to a permanent archive.
An archive is not storage; it is your organisation’s memory.
- Access in seconds: records once buried in physical archives are found instantly, within permissions.
- Less paper, less space: physical storage and paper traffic shrink.
- Audit-ready: who saw or changed what, and when, is on record, with no evidence-gathering needed.
- KVKK-aligned processes: records with personal data are kept under restricted access and disposed of when their retention period ends.
- One source of truth: contracts, invoices and correspondence stay linked to related records.
“With M-Files we can reach documents instantly and run our document processes much faster and more efficiently.”Şeydanur UğurluMuhasebe Yöneticisi, Opet
Alongside records management
Records management and e-archiving: common questions.
What is records management?
Records management is the registration, classification, secure storage, retention tracking and rule-based disposal of completed documents. Where document management focuses on creating and approving live documents, records management covers a record’s life after it is complete.
What is an electronic archive?
An electronic archive stores documents digitally, searchable, permissioned and with every change recorded. It replaces the physical archive or complements it with scanned copies.
How does this differ from an EBYS (EDRMS)?
In Türkiye, the term EBYS is mostly used for official correspondence and archiving to public-sector standards. Corporate records management covers all business records, such as contracts, invoices, personnel and project documents. Where official correspondence is needed, integrations such as e-signature and registered email (KEP) are designed as required.
How is a paper archive digitised?
First, document types and retention rules are defined. Records are then scanned, made searchable with OCR and classified with metadata into the electronic archive. New records are captured digitally from the start.
How are retention and disposal periods managed?
A retention period and the action at its end are defined for each document type. Expired records are flagged to an owner and disposed of through an approved process, with a record kept for audit.
Let’s make your archive searchable and audit-ready.
Let’s review your document types, retention rules and archive needs together.