Impact of New Official Correspondence Rules and Procedures on Envision

In June 2020, the Presidency issued a circular introducing new Official Correspondence Rules and Procedures.

These new regulations came into effect on July 1, 2020, and institutions already using the EBYS (Electronic Document Management System) were given six months to implement the required changes. All changes had to be applied in EBYS systems by January 1, 2021. The changes announced will be incorporated into the Envision Electronic Document Management System during December.

This document is prepared to explain the changes to be made in the system and their reflections on the system for our end users.

1.1. Changes to be Made on Templates

1.1.1. Header Section

• The header section and the general page margins of the template have been revised.
• Margins have been updated: right and left to 1.5 cm, and top to 0.5 cm.
• Barcode information will be removed from the header and printed in the footer as text.
• Only institutional and system logos are allowed; other logos are removed.
• Header information related to the issuing authority is limited to four lines.

1.1.2. Number Section

• Abbreviations like E, Z, or O are introduced to indicate the preparation environment.
• A uniform format will be used with the "-" character as a separator.

1.1.3. Date Section

The display of the date section will now use a period (.) as the separator.

1.1.4. Addressing Section

• For single-recipient documents, the recipient's name will be included in the header.
• For distributed documents, the header will state "TO DISTRIBUTION POINTS".
• External addresses will be retrieved from DETSİS.

1.1.5. Signature Section

The phrase "e-signed" or related images will be removed from the templates.

1.1.6. Explanation Under Signature Section

This section will be removed, and users must include such information as an additional attachment.

1.1.7. Paraph Section

The paraph section will be removed, and paraph information will be available through metadata fields.

1.1.8. Footer Section

• Each document must include a verification code, verification URL, and QR code.
• Institutions without a Kep Address will have it added to the footer.

1.2. Changes to Be Made in Envision

1.2.1. Document Definitions

Definitions for mandatory, emergency, or confidential documents will be created in the system.

1.2.2. Single Copy Production

Documents will be produced as a single copy, referencing a single PDF in the background.

1.2.3. Use of a Single Numbering System

Institutions must use a single numbering system for all correspondence.

1.2.4. Changes to Document Numbering Method

Document numbers will be assigned upon preparation or process initiation and will remain unchanged even if rejected.

1.2.5. Destination Section

Options like "Customize Content Based on Recipient" and "Create Copy" will be hidden.

1.3. Actions Required

1.3.1. Verification via e-Government

Verification of documents sent externally must be done through the e-Government portal.

1.3.2. DETSİS (KAYSIS) Integration

External correspondence titles must be retrieved from DETSİS. Contact your project representative for details.

04 December 2024 Wednesday