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Digitization Project for the Archive of T.R. Presidency

The part of our journey of KAMAG project, which we had started two years ago, at the Presidency finalised in November 2012. During this period, archive documents, which had extreme importance, of the Presidency, the most important institution of Turkey, were scanned in high resolution and transferred into digital environment by our expert team. Therefore, a very significant contribution was made into protecting the document memory of such an important institution of our country like the Presidency for a long time.

Timetable of KAMAG - E-Belgem Project

I must say that we had an extremely productive and enjoyable 2 years with our team at the Presidency Archive which is a particular example in terms of document variety. I must proudly say that this project has been the first archive project which complies with the TS 13298 "Information and documentation – Electronic Document Management" Standard. It must be stated that, with this important project, we have progressed to an extent that cannot be underestimated in the matter of "Developing National Technologies for the Effective Management and Sharing of Electronic Documents in Public Institutions". As a result of this work, a digital archive collection that is an example for all institutions was created.

Since the start of the project, we held tens of meetings with the Secretariat General of T.R. Presidency Department of Information Technologies, as TÜBİTAK and Erksoft. Although we had stressful moments from time to time during this process, now, all the troubles and all the stress have completely turned into joy for this milestone that our project has come to.

We probably would not have been able to finalise this intense and tiring period of time so successfully without the ability of the Secretariat General of T.R. Presidency Department of Information Technologies in solving and managing processes, patronage and contributions of the Secretariat General of T.R. Presidency Department of Administrative and Financial Works- Archive Directorate, support of Mr. Veysi Öztürk and Mr. Fikret Şanlı, our Project Managers on the side of TÜBİTAK, contribution of Mr. Uğur Duran in the analysis processes, experiences of Mr. Recayi Bayram in document types and languages, our DAP Project team leader İnci Öztürk's skill in managing a team of 23 people and devoted works of the other friends in the team.

 

 

TCCB (Presidency of the Republic of Turkey) and Erksoft project team

It makes us excited to know that each document that has been transferred into digital environment will cast light on the work of a researcher in the years to come. It makes us even more excited to know that each digitalised document will be kept with index information and inventory number on the database, researchers will access the documents faster, and most important of all, that the documents' originals will be worn out less from now on due to reasons like displacement and touching and to have an even little share in these documents' reaching next generations.

Highlights from Presidency Digital Archive Project

  • A Service Bureau personnel of averagely 15 people worked, being Maximum 23 and Minimum 12.
  • A personnel of 30 people was reached at maximum, with the personnel of the TCCB institution.
  • A total of 21 computers were used;
  • 4 Quality,
  • 7 Index,
  • 2 Virtual Bracket,
  • 6 Scans,
  • 1 Negative Scan,
  • 1 Administrative
  • Fast Scanning finished on 2 February 2012. 744,903 pages of fast scans were realised.
  • Sensitive Scan finished on 13 November 2012. 1,284,361 pages of sensitive scans were realised.
  • Assortment finished on 22 November 2012. Assortment of 2,029,916 pieces was realised.
  • A total of 750,666 pieces of documents in 34 different document types were scanned.
  • 2,029,264 pages were scanned in total.
  • In the project;
  • 1 Zeutschel OS 12000 HQ
  • 4 Microbox Ultra A2
  • 100,000 pieces of barcodes were printed.
  • With the Virtual Assortment Process, 200,000 pieces of printed barcodes were saved.
  • If these documents were to be added end to end, they would reach approximately 852 km of length and 247,164 km2 area.
  • The size of the Main Documents scanned at 400 dpi reached approximately 70 TB.
  • Roaming copy size reached approximately 3 TB.
  • Indexing of 41,448,302 characters was done.
  • The first digitalised document was a letter from the period of Celal BAYAR.
  • The last digitalised document was a report from the period of Süleyman DEMİREL.

The Book2Net Ultra model scanners; which had been ordered specially from Germany for the project, which can do 400 DPI optical scanning and enable us to use time that is our most valuable asset in the most effective way, were used for the first time in Turkey in our project.

 


After a project: Bursagaz Digital Archive Project

We have completed the Bursagaz Digital Archive Project (DAP), preparatory works of which we had started in May last year, at the beginning of July by exceeding the threshold of 10 millions.

Holding opening and final meetings for projects has an important place in Bursagaz's corporate culture, and I honestly believe that it should be done in every firm. Thanks to these meetings, it becomes possible that all teams become cognizant of projects with their core meanings, and see the good things that have been produced.

Final meeting of DAP has been realised within this scope; we have completed a year that sometimes had gone intense and stressful, and sometimes joyful, with project presentation, explanations, a mini plaque ceremony that honoured the project teams, cake cutting and by taking a family photograph.

Bursagaz DAP Projesi Kapanış Töreni Sunumu

Photo 1: Mehmet Ensari, Bursagaz IT Manager delivers his presentation speech of the final meeting.

Bursagaz Genel Müdürü Hakan Tola, Erksoft Genel Müdürü Bülent Arslan'a plaketini verirken.

Photo 2: Hakan Tola, General Manager of Bursagaz gives Bülent Arslan, General Manager of Erksoft his plaque.

We probably would not have been able to finalise this tiring process without our Service Bureau project manager process analyses, capabilities in software and big data movements, our DAP Project team leader Mehmet Ertaş's success in managing a team of 40 people on average, which increased up to 60 people sometimes, our technical supervisor Tanju Arda's ability of solving technical problems by from distance, Bursagaz Project manager Adem Güler's efforts and success in meeting the needs in all the details of the project, Bursagaz BT Manager Mehmet Ensari's ability of solving and managing processes as easy as drinking coffee, Bursagaz and Erksoft General Managers Mr. Hakan Tola's and Mr. Bülent Arslan's patronage.

Bursagaz Genel Müdürü Hakan Tola, Bursagaz Proje Yöneticisi Adem Güler'e plaketini verirken.

Photo 3: Hakan Tola, General Manager of Bursagaz gives Adem Güler, Bursagaz Project Manager his plaque.

Some facts about the project:

  • 11,500,000 pages, which were Bursagaz's archive of 20 years, have been assorted,
  • Natural Gas connection agreement, Natural Gas utilisation contract, Corporate connection contracts belonging to 10 different units, 10's of different types of documents belonging to Domestic installation normal, Domestic installation A0, Emergency, Individual, Accounting, Purchasing units have been scanned,
  • 8 different types of barcodes have been used,
  • 180,000 A4 sheet barcodes have been consumed for barcode production,
  • 1,773,142 pieces of punched pockets have been used for the final assortment of the documents,
  • Barcode reinforcement has been made with 23.4 km of clear tape,
  • With smart indexing mechanism, the index personnel has indexed the documents with information consisting of more than 380 million characters (OCR excluded),
  • Thousands of installation projects within the range of 4-16 meters were arranged and scanned one by one in A0 scanning devices,
  • Being 60 at the highest time,
  • A personnel of 49 people on average worked for 1 year.
  • 2 separate physical archives have been modernised and transformed into a new archive with 2400 shelf capacity, including additions,
  • 1330 shelves have been filled,
  • 30 tables, 30 armchairs, 3 wooden cabinets and 2 presentation boards of the furniture in the project have been donated to Üçevler Şehit Faik Gökçen Primary School,
  • 45,000 pieces of punched pockets have been distributed to schools of Bursa Provincial Directorate for National Education,
  • 4 tons of pages have been sent for recycling,
  • With the project, all the units of Bursagaz have been equipped in a way that they will send documents to the new archive with the new system,
  • 3 workers of the project were transferred into the staff of Bursagaz in order to pursue the process,
MSSQL Server 2008 database and Erksoft Digital Archive system have been used on Windows 2008 operating system

 

 

Dream Ventures & Innovations Ekip Lideri Mehmet Ertaş tüm proje yönetim ile birlikte pastayı keserken.

Photo 4: Mehmet Ertaş, Team Leader of Erksoft cuts the cake with the entire project management team.

 


2nd Period Questioners of Ask the President

President Gül Directly Answered the Questions That Had Been Selected With Your Votes

 

Cumhurbaşkanı'na sorun 2. Dönem Soru Sahipleri ve Dream Ventures & Innovations

The sentence "Everything starts with dreaming" may sound like a meaningless sentence for those who dreamed much in their lives but were disappointed in the end, who sank into pessimism with the inadequacy of the things they had done for the things that they had wanted to obtain.

Nevertheless, there is hope for everything, and we should be hopeful.

Who would have said the great high state officials would address anyone from the public, and value his/her questions and especially value him/her? Who would have said the President would host these people very nicely, value their opinions and sincerely answer the questions they ask?

Yes! No matter how extraordinary it looks for the Presidency, it will remain as an unforgettable memory for the owners of the questions.

We carry out many projects at the Palace, and I found the chance to have a chat, for a short while though, with the Questioners of the 2nd Period at the lunch break of a day when we had gone for a meeting again.

The excitement and happiness I saw in them increased my faith as to how good the work that I do is.
My determination to hammer away at my works and projects increased even more.

I share with you the photograph that the friends and I had taken, for the sake of leaving a mark on history.


"Ask the President" Questions and Answers Software Platform

CB Sorun

The presidency uses “KolayPortal XL Soru Cevap” Software Platform in its "Ask the President" CBSorun project.

Software infrastructure of CBSorun (Ask the President) project has many features. In the forthcoming days of the project, it will be renewed and its improvement will be continued according to visitors' expectations.

I think the real influence of the project, besides the strength of its technical infrastructure, is Public Relations; that is, it strengthens the communication between the Public and the President.

The Palace Team, which effectively uses Social Media in particular, has carried the communication between the Public and the President to a further level by adding bidirectional interactivity with the questions-answers project.

The slogan "Open to the Public, with the Public...", which we developed in our firm in 2005 to be used in the Government, especially in our projects that we carried out in the field of "E-Municipality", and turned into brochures, made perfect sense with this project.

We have seen in CBSorun project that the soft hand of technology would be beneficial for communication, which we had been trying to tell at local governments for so many years.

I congratulate the Presidency's Department of Institutional Communication and the Department of Information Technologies team for actualising such a challenging project that demanded really intense efforts.

At the same time, I would like to thank my workmates at Erksoft who develop software infrastructure and give quick answers for possible problems.

For detailed information about Ask the President:

http://www.tccb.gov.tr/haberler/170/81924/vatandas-aracisiz-sordu-cumhurbaskani-gul-cevapladi.html

http://cbsorun.tccb.gov.tr/

 

Other projects in which KolayPortal XL Soru Cevap Platform is used:

- bisorusor.com, Web 2.0 Portal was established as Erksoft's internet enterprise in 2008. "Ask a question, Answer a question, Show your wisdom."

To view the project:

http://bisorusor.com/

- incehesap.com, E-commerce Portal Product Questions-Answers; visitors ask questions and give answers on the site, which is managed by Oksid Bilişim, and win money points at the same time. İncehesap Questions-Answers is integrated with bisorusor.com.

To view the project:

http://www.incehesap.com/samsung_dfm_es28_120-828-17372.html#Questions

http://www.incehesap.com/uyesorulari/12012011593729853184720.html

http://www.incehesap.com/cevap/samsung_dfm_es28_120_mp_digital_fotograf_makinesi_siyah-17372-1264310.html

 


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What will take you to an exciting innovation journey is a right call model and a good innovation call. With this conscious, new innovation call types continue to serve on the new version of Acikinovasyon.com.

 

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