d-DAYSİS — Digital and Corporate Archive Management System

d-DAYSİS is a comprehensive enterprise archive management platform that unifies physical and digital archives within a single ecosystem.
It automates the entire document lifecycle — scanning, OCR, indexing, searching, storing, sharing, transfer, and destruction — with end-to-end process control.
The system integrates the File Classification Plan (SDP), Retention Schedule, and Authorization Model in a cohesive structure, and works seamlessly with EBYS, GIS, and directory/media services.

Architecture and Platform

• Application Type: 100% web-based; client-side platform independent (Chrome/Edge/Firefox/Safari). Responsive UI for mobile, tablet, and desktop.
• Server OS: Windows Server family, hosted on IIS.
• Database: Fully compatible with Microsoft SQL Server and Oracle; connection pooling, parameterized queries, and stored procedure support.
• Multi-tier Architecture: Web UI + Application Services + Windows Services (for background/queued jobs) + File Storage (FTP/FTPS/SFTP; multi-endpoint by series).
• Accessibility: 24/7 access over intranet/internet; reverse proxy and WAF compatible.
• Scalability: Modular backbone structure; file series can be routed to separate storages with automatic directory hierarchy generation. Multi-threaded processing enables concurrent batch operations.
• Service Orientation: RESTful Web API + SOAP services with isolated read/write endpoints, permission validation, rate limiting, and IP restriction.

Authentication, Authorization, and Compliance

• Directory Services: LDAP/Active Directory integrated login (ready for Single Sign-On).
• Role-Based Access Control (RBAC): Authorization hierarchy up to Role → Department → Series → Document Type → Record level; granular permissions for view, list, edit, deactivate, share.
• Data Protection (KVKK Compliance): Least-privilege enforcement, access traceability, field-level masking for sensitive content and metadata, approval dialogs for critical actions.
• Multilingual Support: Dynamic dictionary-based translation; authorized users can add new languages/alphabets with instant reflection.
• Mobile Access Policy: “Mobile access enabled/disabled” configurable per user.

Security

• Transport Security: Full TLS/SSL compliance; code-signing and timestamp support.
• Data Security: Application keys and database connection strings are encrypted; selected metadata fields can be stored encrypted (with institutional decoder delivery).
• File Naming Policy: Configurable meaningful/randomized folder naming to prevent unauthorized direct access.
• Logging (Law 5651): Digitally signed user/action logs; exportable to institutional log servers.
• Secure Sharing: Time-limited link generation; auto-expiration; share logs and notifications recorded.

File Storage and Integration

• Protocols: Native integration with FTP/FTPS/SFTP; configurable routing to multiple storage points per series.
• Folder Automation: Automatic directory creation at department/series/file level.
• Compatibility: Integrated with Windows Services — background tasks (OCR, transfer, indexing) continue even when the browser is closed.

Data Model and Flexible Schema

• Unlimited Departments/Series: Hierarchical structure aligned with physical archive organization.
• Schema per Document Type: Each document type can define a dedicated table with up to 1,020 dynamic fields, including data validation and cascading list relationships.
• Duplicate Control: Field-level duplicate detection for both file and document records.

OCR and Content Search

• OCR Engine: Unlimited Turkish OCR; multi-language OCR optional.
• Search Methods:

• File Search (metadata-based)

• Document Search (index field-based)

• Full-Text/OCR Search (within content)

• Global Search (combined — exact/partial/similar matching)

• Viewer: Fast rendering of large formats (A0–A2), single/multi-page view, zoom and rotate. OCR hits highlighted by color with page reference.
• Data Integrity: Original files remain immutable; versioning and change history are automatically maintained.

Highlighted Technical Features

Physical Archive

• Unlimited metadata fields; Excel/CSV batch import with templates; field-level duplicate detection.
• Content list generation in accordance with archival inventory standards.
• Record duplication and batch update; safe deletion with recovery protection.

File Operations

• Series-specific index forms; automatic barcode generation; physical location tracking (room/cabinet/shelf/folder).
• Activation/deactivation by permission; linked access to related digital media.
• Bulk correction, duplication, export; direct attachment of documents, images, audio, or video.

Label Management

• In-app designer; 1D/2D barcode support with institutional branding; automatic database field mapping.
• Size-independent templates for file/box/folder labeling and printing.

Lending & Borrowing

• Physical file borrowing requests; automated e-mail/SMS notifications for return deadlines.

Transfer & Destruction

• Retention schedules with automated monitoring; alerts for approaching disposal deadlines.
• Transfer–weeding–disposal lists; reports aligned with archival commission protocols; configurable retention extensions.

Digital Archive & Scanning

• Direct scanning via TWAIN; bulk upload from external sources.
• Supports all standard formats (TIFF/JPG/PDF/Video/Audio); automatic TIFF→PDF conversion.
• Transfer control panel for duplicates, validation, and queue prioritization.

Indexing (Single/Multi/Smart)

• Sequential dispatch of queued documents to operators; data-type validation; shortcut-based fast entry.
• Auto-fill for shared fields; optimized performance for large-format documents.
• Multi-indexing: A single document can relate to multiple persons, subjects, or cases.
• Smart indexing: Automatic classification based on file/document naming rules; unmatched items queued for review.

Search & Viewer Interface

• Unified interface for four search modes; permission-based document visibility.
• Series tree views, pan/zoom/rotate for large images, partial printing.
• User-specific filter presets; auto-load configuration.
• GIS integration for location-based navigation and map pinning.

Digital Sharing

• Permission-controlled, time-limited links; e-mail/SMS notifications; audit-ready share logs.

PDF Editor

• Edit without altering the original; versioned audit trail.
• Add/delete/reorder/rotate pages; partial/full export; merge or split; integration with index forms.

Quality Control

• Filtering by document type, operator, date, barcode; multipage preview.
• Color-coded validation errors; automatic status updates upon correction.

Transfer & Merge

• Move files across departments or series; reassign documents between files; maintain relational integrity.

Archive Simulation

• 3D representation of archive storage; mathematical calculation of capacity and occupancy; real-time mapping to physical archive.

Reporting

• Flexible report designer; predefined set (active/inactive files, pending indexing, user activity, QC results, loans, page volume).
• Multiple visualization and export formats (PDF, Excel, HTML).

Logging

• Full audit trail for user actions and system events; 5651-compliant; admin-only access; exportable to central log server.

Web Services & API

• REST/SOAP endpoints; read/write APIs; customizable payloads; field-list retrieval; API activation toggles.

File Classification Plan

• Dynamic plan with retention integration; batch or manual import, edit, and versioning.

Map Module

• GIS integration; automatic geocoding and pinning from address fields; reverse lookup from map to file.

Operations, Monitoring & Notifications

• Dashboard: Dynamic announcements on the main screen.
• Notification Engine: Rule-based triggers defining who gets notified, when, and via which channel (email/SMS).
• Disk & Health Monitoring: Real-time monitoring of server disk usage and threshold alerts.

Usability & Help

• Embedded help accessible from any screen; web/mobile/tablet-friendly; synchronized with version updates.
• Clear success/error feedback; confirmation dialogs for critical actions.

Core Capabilities

• Unified physical + digital archive management (file-folder-cabinet modeling with digital linkage)
• Multi-layered search engine (file, document, OCR, global)
• Indexing automation (single/multi/smart)
• Lifecycle management (retention, transfer, destruction, reporting)
• Controlled digital and physical sharing/borrowing
• High-volume bureau mode (batch upload, QC, user assignment, prioritization)
• Archive simulator (room-cabinet-shelf topology, capacity, occupancy tracking)

System Architecture Components

• Client: Web-based, multi-language, dynamic role UI, flexible report designer
• Application Layer: Authorization, business rules, indexing/search orchestration, notification services
• Scanning Bridge (HyperCore / HyperDoc): TWAIN integration, duplex scanning, blank page removal
• Digital Repository: FTP/FTPS/SFTP endpoints, large PDF splitting, RAID/DPX/ProRes media format support

Integrations

• AD/LDAP: Domain sync, IP restrictions, SSO-ready
• EBYS (d-CoreEBYS) & EYP: Two-way data exchange with internal workflows
• GIS: Location-based document mapping and pinning
• Mail/SMS: Event-driven notifications and reminders
• d-CoreMedia / d-CoreBook: Full integration with media and library management systems

Security & Compliance

• Role-based access down to menu, series, document type, and operation level
• Configurable deletion workflows with secondary approval
• Field-level encryption (for sensitive data under KVKK)
• Session/IP policies (timeouts, IP ranges, fixed external access URLs)
• Disk threshold alerts and automated warnings
• Comprehensive audit trail (action logs, QC traces, user assignments)

Performance & Scalability

• Designed for millions of documents/pages
• Background services for OCR, transfer, and indexing queues
• Distributed storage with RAID and FTP balancing
• Optimized caching for high-usage datasets and lookup tables
• Real-time performance metrics (scanning rate, OCR accuracy, indexing time, QC rejection ratio)

Reporting & KPI

• Advanced report builder with query filters and role-based access
• KPI examples: scanning speed, OCR match rate, indexing duration, QC rejection %, storage growth trends

Deployment and Requirements

• Server: Windows Server (app + services), SQL Server or PostgreSQL, FTP/FTPS/SFTP
• Client: Modern browser; HyperCore/HyperDoc agent for TWAIN devices
• Network: Optional AD/LDAP, SMTP/SMS, GIS layer
• Backup & DR: Regular database and repository backups, integrity checks, disaster recovery plan

Packages

Basic / Standard / Professional / Ultimate
Licensing by module scope, user/series limits, integration capabilities, and reporting privileges.
Tailored configurations are defined per institution during on-site implementation.

Key Highlights

• Unified triple-channel search (file/document/OCR)
• Smart & multi-indexing for complex document types
• Monitored retention–transfer–destruction cycles (SDP + commission-controlled)
• Built-in PDF editor (with redaction)
• Real-time physical archive simulation
• Controlled digital sharing and physical access management