What Is EBYS?
EBYS is a web-based system that enables documents produced within the institution to be prepared, filed, forwarded, initialled, approved, distributed, retained and retrieved electronically when required.
The system manages internal correspondence according to defined permissions and standard workflows, allowing document processes to be completed more quickly, securely and transparently. Electronic documents form an essential part of the university’s institutional memory.
The university’s institutional memory
Documents, workflows and transaction histories are recorded systematically, supporting the protection and sustainability of institutional knowledge.
Support and Guides
EBYS System Access
Access the EBYS system using your institutional user credentials.
Access the System ❯Genius Ticket System
Create a support request for EBYS user operations and technical issues.
Create a Support Request ❯Mobile Access
To access the system through EnVision Mobile, enter http://ebelge.neu.edu.tr/enVision-Yakindogu/ in the application’s URL field.
General EBYS Video Guides
EBYS Ticket Request Videos
Purpose and Scope
Standard Document Management
Standardising official correspondence, filing and archiving procedures across all units of the university.
Saving Time and Resources
Reducing time, labour and stationery costs by accelerating document creation, forwarding, initialling and approval processes.
Secure Archiving
Ensuring that documents are stored and made accessible electronically in accordance with authorisation rules.
Quick Access
Providing quick access to required documents and transaction records through searches based on users’ authorisation levels.
Benefits of EBYS
- Simultaneous access to documents from different locations
- Fast and controlled distribution of documents
- Definition of initialling and approval sequences within the system
- Faster internal document workflows
- Monitoring of pending and completed transactions
- Assignment of deputies when required
- Recording of documents and transaction histories
- Reporting delays and bottlenecks in processes
- Document security based on authorisation levels
- Transforming stored documents into manageable institutional knowledge
Basic Document Workflow
Document preparation
The document is prepared in accordance with official correspondence rules and the standard filing plan.
Initialling and approval
The document is sent to the relevant administrators for initialling and approval according to the defined workflow.
Distribution
The approved document is delivered to authorised individuals or units through the system.
Archiving
The document and its transaction history are stored electronically in a secure and retrievable format.
Information Security
Confidentiality
Information and documents must be accessible only to authorised users.
Integrity
Information must be protected accurately and completely without unauthorised modification.
Availability
Authorised users must be able to access information when it is required.
User security and document confidentiality
- The default password must be changed at first login, and a strong personal password must be created.
- User credentials must not be shared with other individuals.
- Screenshots containing personal data must not be captured or shared.
- The appropriate security and confidentiality level must be selected according to the document’s content.
Document Confidentiality Levels
Selecting a confidentiality level appropriate to the document’s content is essential to ensure that the document can be viewed only by authorised users.
EBYS Coordination Office
Necibe CAN
Digital Education and Information Technologies Centre · DEBİM
necibe.can@neu.edu.trinfo.ebys@neu.edu.tr