Workflows
Document Filing Workflow at OSTIM Technical University. The process of filing incoming and outgoing documents within OSTIM Technical University is carried out through the following steps:
1. Receipt of Incoming and Outgoing Documents
Documents are received either electronically via the Electronic Document Management System (EDMS) or physically through a handover protocol.
2. Signature Verification
Incoming documents are checked to ensure that electronic and/or wet signatures are complete and valid.
3. Classification According to the File Plan
Documents are categorized based on the Standard File Plan and assigned appropriate file codes.
4. File Code Entry in EBYS
Once signatures are completed, the relevant file code is entered into the EBYS
5. Completion of Physical and Digital Filing
Documents are placed in the appropriate folders both within the system and in physical archives, thereby completing the process.
The workflow related to the OSTIM Technical University Senate is carried out in accordance with the following steps:
1. Documents Are Submitted by Departments
Documents to be discussed on the Senate agenda are delivered to the designated document officer by the relevant departments.
2. Documents Are Reviewed for Compliance
If the decision texts are properly prepared, the responsible personnel initiate the workflow through the Electronic Document Management System (EDMS) with an official cover letter.
3. Agenda Is Prepared and Invitations Are Sent
The department’s document officer prepares the agenda and sends the meeting invitation to Senate members via EDMS, SMS, and email.
4. Meeting Is Held and Decisions Are Drafted
Decisions made during the meeting are initially drafted and then compiled into the official meeting minutes.
5. Minutes Are Submitted for Electronic Signature
The meeting minutes are submitted for electronic signature by Senate members through EDMS by the responsible personnel.
6. Documents Are Filed and the Process Is Completed
Once signed, the documents are archived, and the process is formally concluded.
The workflow concerning the Disciplinary Committee at OSTIM Technical University proceeds according to the following steps:
1. Documents Are Received from the Legal Counsel
Documents to be reviewed by the Disciplinary Committee are delivered to the designated document officer by the Legal Counsel via formal handover.
2. Documents Are Reviewed and Agenda Is Prepared
The document officer examines the incoming documents and prepares the meeting agenda accordingly.
3. Meeting Invitations Are Sent
The agenda and meeting invitation are sent to Disciplinary Committee members via EDMS, SMS, and email.
4. Decisions Are Drafted and Signed
Decisions taken during the meeting are drafted by the relevant staff member and officially approved through wet signatures by the Committee members.
5. Documents Are Filed
The signed meeting minutes and decisions are filed and archived.
6. Decisions Are Sent to the Legal Counsel
The approved decisions are forwarded to the Legal Counsel with an official cover letter, marking the completion of the process.