The Best Electronic Document Management Systems to Simplify Your Internal and External Correspondence

Introduction: Why an Electronic Document Management System (EDMS)?

In today’s business world, managing internal and external correspondence, signature processes, printing, and duplication efficiently is essential. Traditional methods for these tasks can lead to time loss and increased costs. In this context, Electronic Document Management Systems (EDMS) offer a vital solution that enables businesses to manage their document processes more efficiently.

EDMS facilitates the digital storage, organization, workflow-based signing, and distribution of documents, saving users time and effort. Digitizing document management also significantly reduces search times, allowing employees to work more productively. These systems further enable the automation of document processes, thereby reducing error rates associated with manual handling.

Additionally, to improve cost-effectiveness, EDMS helps businesses optimize resources such as space, materials, and energy required for physical document management. While storing and managing physical documents is a significant cost factor, digital documents greatly minimize this burden. As a result, companies can allocate the saved resources toward innovative projects or strategic management.

The efficiency gains provided by EDMS also make it easier for businesses to gain a competitive advantage. The ability to respond swiftly to rapidly changing market dynamics is directly linked to improved digital workflows. This allows employees to focus less on document-related issues and more on strategies that enhance profitability. Ultimately, Electronic Document Management Systems stand out as a critical tool for businesses’ future operational success.

The Importance of Choosing an EDMS and Selection Criteria

While a business seeking to procure an EDMS primarily focuses on internal and external correspondence capabilities, there are also distinguishing and value-adding criteria to consider in EDMS software.

Electronic Document Management Systems (EDMS) play a vital role in ensuring uninterrupted information flow in modern enterprises. Choosing the right EDMS is crucial because it directly impacts efficiency, security, and cost-effectiveness.

First, having a user-friendly interface is one of the most critical criteria for effective system use. When users can easily find and manage documents, business processes accelerate.

Additionally, the integration capabilities of the EDMS must be considered. Compatibility with existing software and systems facilitates data flow and supports information sharing within the enterprise. For example, the ability to integrate with current enterprise resource planning (ERP), customer relationship management (CRM), or accounting software is another important factor that enhances efficiency. These integration features enable more coordinated and cohesive operations across the organization.

Security is another indispensable criterion in selecting an EDMS. Protecting data, especially documents containing sensitive information, is of utmost importance. Therefore, the scope of security features such as encryption and access controls provided by the system must be carefully evaluated.

Lastly, cost is a key factor. Choosing systems that offer cost-effective solutions suitable for the business can reduce financial burdens in the long term. For these reasons, an objective EDMS selection should be made considering all these criteria.

The Best EDMS Software in Turkey and Selection Methodology

Today, using an effective Electronic Document Management System (EDMS) to facilitate internal and external correspondence is of great importance. In this context, introducing the best EDMS software developed locally in Turkey and cost-effective options provides users with guidelines to help select the system best suited to their needs.

The top EDMS software in Turkey should be carefully evaluated according to their advantages, potential disadvantages, and alignment with user requirements.

As we approach the age of artificial intelligence, choosing the most suitable EDMS for businesses becomes a critical decision. The evaluation of EDMS solutions varies according to each company’s needs. Generally, user-friendly interfaces, ease of integration, and security features are the primary criteria in system selection. Additionally, the pros and cons of cloud-based versus on-premise systems should be thoroughly analyzed. Cloud-based EDMS solutions offer lower initial costs and easy accessibility, while on-premise systems may provide greater control and security.

Another crucial aspect in the transition to an electronic document management system is ensuring employee integration with the new system. Training is critical to the system’s success. Comprehensive training programs should be implemented to help users fully understand the system’s operation. Furthermore, identifying potential challenges in advance and creating a roadmap to overcome them is necessary. A swift and effective transition not only boosts future efficiency but can also positively impact qualitative business processes.

In conclusion, electronic document management systems are expected to play an increasingly important role in the coming years. With advancing technologies, improvements in data security, processing speed, and collaboration capabilities will make EDMS an indispensable tool for businesses. It is the responsibility of businesses to maximize the opportunities these systems offer. Therefore, establishing a solid future-oriented strategy will be one of the fundamental elements for successful EDMS integration.

Within this framework, a selection process for an EDMS was conducted for our client ARCA Defense, operating in the defense industry, reaching a decision within two weeks using an empirical scoring methodology.

During the process, eight different products were thoroughly analyzed using a criteria-based evaluation method. The firms and products evaluated were those reachable via official websites, contact forms, emails, etc. Firms that did not respond to contact attempts were excluded from the evaluation.

Within the selection methodology, for each product:

• Company references and key features,

• A criteria matrix shaped around technical aspects such as internal and external correspondence processes, archiving, security, integration, and regulatory compliance,

• Cost information adjusted with inflation corrections based on the Producer Price Index/Consumer Price Index (TEFE/ÜFE) rates over 10 years including maintenance fee increases,

• Positive and negative aspects not covered in the criteria matrix were also scored.

The scoring and criteria evaluations were conducted using information obtained from company presentations about their products, responses to questions asked, and publicly available information about the products.

In the criteria matrix, each product was evaluated using a Likert scale of ✅ High (10 points), ⚠️ Medium (-5 points), and ❌ Low (-10 points).

Additionally, cost information (weighted by 10-year total cost × price ranking × 100 points) was represented with a five-level symbolic scale for confidentiality purposes: 🏷️ Very Low, 💸 Low, 💵 Average, 💰 High, and 💳 Very High.

Finally, each product’s advantages (+1 point) and disadvantages (-1 point) were summarized based on field experience, and a final overall comparison was made.

Company and product information have been anonymized as EDYS Product 1, EDYS Product 2, etc. This table can be used by public institutions or private organizations searching for an EDYS solution as an initial evaluation, pre-selection, or pre-decision comparison tool.

Organizations requesting detailed consultations regarding hidden pricing or product selection can contact NCU Technology to schedule an appointment. As NCU Technology , we offer consultancy services during the EDYS procurement process and can help tailor the configuration to your institution’s specific needs.

EDMS Comparison

EDMS Product 1

20+ years of experience, 1800+ customers, branches in Europe and the USA. Strong in QDMS and workflow management.

KOCAELİ

EDMS Product 2

References include STM, General Staff Headquarters, and local governments; over 20 employees; Flutter-based.

İZMİR

EDMS Product 3

Over 35 years of experience, 70 staff, 75% engineers; references include Etimesgut, Yenimahalle, Buca, and Nilüfer municipalities.

BURSA

EDMS Product 4

References include TRT, Alp Aviation, Meteksan Defense, banks, universities, and hospitals. Completed 600 projects across 60 countries.

İSTANBUL

EDMS Product 5

References include Anadolu Yatırım, FİBA, KPMG, TÜYAP, MGK, Uludağ, İzeltaş, Akfen, Biletix, and Coşkunöz Holding.

İSTANBUL

EDMS Product 6

References include the Ministry of Trade, Ministry of Industry, Directorate of Communications, National Palaces, Turkish Grand National Assembly, Savronik, Emair Aviation, TİKA, YTB, and İşkur. Authored the Presidential Official Correspondence Guide.

ANKARA

EDMS Product 7

References include public municipalities, tradesmen chambers, and Adana Organized Industrial Zone (OSB). First version released in 2008.

İSTANBUL

EDMS Product 8

References include the Ministry of Health, Karadeniz Technical University, Kocaeli Water and Sewerage Administration, and Adana and Yozgat City Hospitals.

ANKARA

Comparison Based on Criteria

Internal Correspondence Processes

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

External Correspondence Management (KEP, Email, Postal Integration)

Incoming Document QR Code or E-Signature Verification

Archiving (Digital Archive, File Plan)

Retention Period

Version Control

Elastic/Keyword Search (OCR)

Security

Access Authorization

Confidentiality Level

Integration (SAP)

E-Signature (Compliance with Law)

Active Directory Integration

Reporting Capability

RESPONSIVENESS

User-Friendly (UX)

CLOUD SUPPORT

ON-PREM SUPPORT

Workflow Design Capability

KEP COMPATIBILITY

TS 13298/T1 standard Compliance

UETS (Notification System) Compliance

DETSİS Compliance

Compliance with the Presidential Official Correspondence Guide

Built-in Editor

MS Office Integration

Locality / Nationality

Training Services (In-Person, Online, Web Portal)

PERFORMANCE (DEMO)

Unlimited Licenses in Viewing Mode

Support & Maintenance

Proxy Authorization Infrastructure

Free Training

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

⚠️ Medium

✅ High

✅ High

✅ High

⚠️ Medium

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

⚠️ Medium

✅ High

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

❌ Low

✅ High

⚠️ Medium

⚠️ Medium

✅ High

⚠️ Medium

❌ Low

⚠️ Medium

✅ High

✅ High

❌ Low

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

⚠️ Medium

⚠️ Medium

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

⚠️ Medium

✅ High

✅ High

⚠️ Medium

✅ High

✅ High

⚠️ Medium

✅ High

❌ Low

✅ High

✅ High

⚠️ Medium

⚠️ Medium

⚠️ Medium

❌ Low

✅ High

✅ High

✅ High

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

⚠️ Medium

✅ High

✅ High

✅ High

⚠️ Medium

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

❌ Low

✅ High

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

❌ Low

✅ High

✅ High

❌ Low

✅ High

✅ High

✅ High

✅ High

❌ Low

✅ High

✅ High

✅ High

❌ Low

✅ High

✅ High

✅ High

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

⚠️ Medium

⚠️ Medium

✅ High

✅ High

✅ High

⚠️ Medium

✅ High

⚠️ Medium

⚠️ Medium

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

❌ Low

❌ Low

❌ Low

❌ Low

❌ Low

✅ High

❌ Low

❌ Low

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

✅ High

PRODUCT 1

❌ Low

PRODUCT 2

PRODUCT 3

PRODUCT 4

PRODUCT 5

PRODUCT 6

PRODUCT 7

PRODUCT 8

Estimated Installation

2 Ay

SAP HR ENTEGRASYONU OLURSA

1 Ay

1 Ay

20 Gün

3-4 Ay

1 Hafta

2 Hafta

1 Hafta

Maintenance Cost

%20

%20

%35

%18

%20

%20

%25

%10

First Year Warranty, Subsequent Years Increased by the Average of CPI and ppı

License Price

💸 low

🏷️ very low

🏷️ very low

💸 low

💵 average

💵 average

💰 hıgh

💳 very hıgh

10-Year Price

32.81% average increase based on (CPI + PPI)/2

💸 low

💸 low

🏷️ very low

🏷️ very low

💵 average

💵 average

💵 average

💳 very hıgh

Daily Rate for Additional Requests

🏷️ very low

💸 low

💸 low

💵 average

💵 average

N/a

💳 very hıgh

N/a

Criteria Compliance Matrix

✅ High

⚠️ Medium

❌ Low

23

28

24

30

25

31

27

28

5

4

3

1

1

2

4

2

5

1

6

2

7

0

2

3

Additional Capabilities

Language selection in document preparation

Watermarking on confidential documents

Ability to embed additional media such as videos in documents

Approval process with contract templates

Workflows can be tabular or graphical; supports parallel workflows

Conditional workflows

Conditional proxy authorization (based on date range or document type)

Notification infrastructure

Document encryption

Responsive design

No dongle required for mobile use

Fast support and request handling

Experience with SAP integration (Maltepe University)

Software updates available upon client request, with changelog provided

Integration of bank instructions and similar processes completed quickly (around 1 day) and free of charge

Supports both document and records management systems

No Java infrastructure required

Designed in Outlook format

No role switching needed for multiple roles; all can be viewed simultaneously. Virtual users can be created

Barcode feature for scanning incoming and outgoing documents

Reject and reject with editing options; approval with conditional editing based on authority

Template creation capability and ready-made templates available

Additional distribution lists can be added; personal or predefined lists

Ability to deactivate and hide documents without deleting them

Over 500 parametric system settings available

History tracking such as read, printed, re-read timestamps

Strong system logs

Free OCR using Tesseract Open Source OCR Engine (does not search images)

Parallel workflows and predefined workflows

Help page within the application

OCR is free and approximately 89% accurate

Has undergone 3 version updates and continues to improve

Includes a dashboard

Document template creation, distribution list, and referral template creation

Read status and history, including how many times a document has been read

Automatic digital archiving based on retention period

No brand or model dependency for e-signature; compatible with all

Supports parallel workflows

Process improvement is free as long as it is not complex

Advanced data encryption capabilities

Internal distribution plan templates

Statistics on how long documents wait at each step/person

Document barcoding

File system infrastructure integrated with SAP

Archive logs secured by TÜBİTAK electronic seals—unique in Turkey

Static workflow design, such as board of directors’ signature process

The only software in Turkey handling over 20 million daily transactions

Desktop notification infrastructure

JIRA application used for support management

Integration with personal identity verification using Turkish ID Number (TC Kimlik Numarası)

New screen under development (Angular)

Messaging capability within the system

Easy and simple user interface

Read status and history, including how many times a document has been read

Workflow notes available, including predefined notes

Bulk approval capability

Information access via CİMER infrastructure

Automatic action selection if a user does not act within a specified time in the workflow

Desktop notifications, email, or system message infrastructure

Ability to add physical documents with archive shelf location specification

Automatic recording of incoming emails through integration

Barcode printing

Free OCR infrastructure

Help page and videos within the application; error reporting via JIRA integrated in the app

Load testing results: total 7,000 users / 500-600 simultaneous users

Easy role switching

Customized form design

Negative Features

Cannot add additional distribution lists; added to the main body of the document

Documents past their retention period can be cleaned via a job

Responsibility for regulatory compliance tracking lies with the customer

No workflow versioning; only document versioning available

Parallel workflows cannot be dynamically created; must be predefined

Demo system performance is slow; claimed to be configurable

Web-based only

Edit or rejection status moves the document to the top

No predefined filtering on the home screen

The home screen showing pending documents is not user-friendly; lacks a dashboard, only a list view

Support management available via phone or external JIRA integration

Web-based only

Demo system performance is slow

OCR limited to 5,000 pages

Distributed company management; main responsible person resides abroad

Incoming documents and internal incoming documents are separate; similarly, outgoing and internal outgoing documents are handled separately.

Customizations like distribution to directorates and parcel-based workflows exist; not designed for general use, not generic.

The demo software contains minor bugs and is not fully mature.

No welcome screen; calendar, task management, and module selection screens exist; EBYS is accessed via menu.

Correspondence type definition and signature sequencing can only be done by admin or company, not by users.

Personal dashboard (report) screen exists but is not user-friendly.

The interface is not responsive.

No "Edit" function in workflows; only rejection with notes for edits is possible. No parallel workflows.

Training documents are available and shareable, but there is no portal.

Does not operate on weekends and public holidays. Service & Support departments are available weekdays from 08:30 to 18:00.

Clicking on the folder structure on the left does not update the panel on the right; instead, it opens like Outlook with an inbox document list and preview.

Due to EYP compliance, Confidential and Top Secret features have been removed but can be added upon request.

Screens are not responsive, though a mobile app is available.

Interface resembles Outlook and is fixed.

External VPN connection or on-site updates are used.

Demo system experiences occasional performance issues and freezes.

Navigating history is difficult; nested tables open downward within the main table.

User rejection capability is tracked through a separate customization, unlike other software where it’s configured within the workflow.

To view a document, users must click the Attachments button and select from there.

Terminology is confusing compared to other EDMS software; terms like referral, workflow, and distribution are mixed up.

No watermark on Top Secret/Confidential documents.

User experience needs improvement.

Workflow design is only tabular; no flowchart option.

No training portal; document sharing is available.

Private companies without DETSİS users receive periodic DETSİS updates.

Current interface is web-based but not responsive.

No dashboard or card layout on the homepage; the main page greets users upon login. The dashboard only includes announcements, proxy lists, quick search, and calendar.

No form management available.

Interface is not responsive, and fonts are small.

Support and customer relations response times are very slow.

No watermark on Confidential or Top Secret documents.

PRODUCT 1

PRODUCT 2

PRODUCT 3

PRODUCT 4

PRODUCT 5

PRODUCT 6

PRODUCT 7

PRODUCT 8

PRODUCT 1

PRODUCT 2

PRODUCT 3

PRODUCT 4

PRODUCT 5

PRODUCT 6

PRODUCT 7

PRODUCT 8

PRODUCT 1

PRODUCT 2

PRODUCT 3

PRODUCT 4

PRODUCT 5

PRODUCT 6

PRODUCT 7

PRODUCT 8

PUANLAMALAR

In the criteria matrix, each product was evaluated using a Likert scale of ✅ High (10 points), ⚠️ Medium (-5 points), and ❌ Low (-10 points).

Additionally, cost information (weighted by 10-year total cost × price ranking × 100 points) was represented with a five-level symbolic scale for confidentiality purposes: 🏷️ Very Low, 💸 Low, 💵 Medium, 💰 High, and 💳 Very High.

Finally, each product’s advantages (+1 point) and disadvantages (-1 point) were summarized based on field experience, and a final overall comparison was made.

Criteria Scoring

155

250

165

275

175

300

230

240

Additional Capabilities

5

12

3

9

7

18

10

18

Negative Features

-7

-8

-10

-4

-2

-6

-8

-7

10-Year Price Score

457

341

166

252

75

762

551

663

Price Weight

0,91

0,85

0,83

0,84

0,75

0,95

0,92

0,95

Low price has been given a high weight.

Total Score

610

595

324

532

255

1074

783

914

4

5

7

6

8

1

3

2

Ranking

PRODUCT 1

PRODUCT 2

PRODUCT 3

PRODUCT 4

PRODUCT 5

PRODUCT 6

PRODUCT 7

PRODUCT 8

Note: The evaluations presented in this study are conducted entirely using anonymized product and company names. No identifying information that directly or indirectly reveals which product belongs to which company has been included.

The scores and content were objectively prepared by a technical consultant and a functional consultant based on the companies’ own presentations, official proposal documents, and publicly available information.

The purpose of this comparison is to guide organizations in their decision-making processes and to provide a preliminary technical evaluation guide. Each product may have advantages or disadvantages depending on different corporate needs.

If you find any statements concerning or believe a correction is needed regarding the provided information, please contact us at info@ncutech.com.tr.