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Every incoming and outgoing document registered, traceable and easy to find.
Correspondence management covers registering incoming and outgoing documents, routing them to the right unit, replying, approving and archiving them. M-Files manages each document with workflows from the moment it is registered, so you always see which item is waiting with whom.
One flow from registration to archive.
Registration and numbering
Whether it comes by email, registered email (KEP), courier or by hand, incoming mail is recorded with date, sender and subject and gets an automatic reference number.
Scanning and OCR
Paper documents are scanned, OCR makes their content searchable, and much of the metadata is filled in automatically.
Routing and tasks
The document is routed to the right unit or person, and response deadlines and reminders are tracked by the workflow.
Reply, approval and signature
The reply is drafted from a template, approved and completed with an electronic or mobile signature, and stays linked to the incoming item.
Archive and retention
Completed items are archived with retention rules, and anyone with permission finds them in seconds.
Correspondence tracking is no longer a ledger.
- No lost items: you see where each document is and who has it, in real time.
- No missed deadlines: automatic reminders go out for items nearing their response date.
- Incoming and outgoing linked: the reply, its attachments and the related contract or project stay in the same context.
- Access by permission: confidential items are open only to authorised people, and every access is logged.
- Less paper: signatures and approvals go digital and physical files stop circulating.
“Our partnership with MechSoft went beyond a technology investment: it let us rethink our operations and prepare more strongly for the future.”Ömer YatkınDijital Teknolojiler ve Dönüşüm Müdürü, Entek Elektrik
Alongside correspondence management
Correspondence management: common questions.
What is incoming and outgoing correspondence management?
It is the process of registering, numbering, routing, replying to, approving and archiving the correspondence that comes into and goes out of an organisation. Digital correspondence management makes these steps traceable through workflows.
What does correspondence tracking software do?
It shows who holds each document, its response deadline and every step it has gone through, preventing lost items and missed deadlines and making past correspondence easy to find.
Is an EDRMS the same as correspondence management?
In Türkiye the term EBYS mostly refers to official correspondence systems built to public-sector standards. Corporate correspondence management focuses on handling a company’s incoming and outgoing mail in connection with its contracts and project documents.
How does paper mail get into the system?
It is scanned, made searchable with OCR and registered with sender, subject and date. Much of this information is filled in automatically by AI and OCR.
Let’s digitise your correspondence.
Let’s review your correspondence, approval and archive rules together.