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Plena Arşiv · AI-powered document management

AI-Powered Document Management System

Don’t just store your documents — read, understand and talk to them. Classify corporate documents automatically with AI, read their contents including handwriting, archive them securely and reach the information you need in seconds.

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Pre-onboarding: the candidate uploads, we verify.

Digital document collection and automated paperwork verification

Documents collect, verify and file themselves.

Collect the documents needed for onboarding and digital personnel records on one platform. Cut manual document review with AI document recognition, identity matching, e-Devlet barcode verification and automatic filing.

  1. Required document checklistDefine the documents needed per position or process. Missing paperwork is flagged automatically and reminders go to the right people.
  2. SMS upload linkSend candidates or users a secure upload link — they share documents from their phone, no app install needed.
  3. AI document & identity verificationThe uploaded document type is recognised; identity details are analysed and matched to the right person.
  4. e-Devlet barcode verificationAutomatic verification for supported barcoded documents simplifies document review.
  5. SGK integration & bulk importSGK integrations and bulk employee creation via Excel speed up personnel paperwork.
AI-powered smart document management

Upload, find, ask

Analyse everything from handwritten forms to long contracts with AI. Keep your archive organised with automatic classification and smart filing; reach information in natural language with semantic search and document chat.

Smart document processing and access to corporate knowledge

Meet the AI that understands your documents.

Plena Arşiv combines traditional document management with AI. It reads documents, classifies them, extracts information and makes them queryable in natural language.

Document processing
Document recognition that learns from examples

Show a few examples; the system learns the rest.

Introduce your own document types with a few examples. New types join automatic classification and field extraction — no templates or custom development needed.

  1. Show a few examplesIntroduce the new document type through examples.
  2. Extract the fieldsAutomatically capture name, number, date and required fields.
  3. Archive automaticallyMatch the document to the right person and folder.
Example · Forklift operator licence
Ad Soyad
Mert Aydın ✓
Belge no
FK-2024-01187
Geçerlilik
Aralık 2028 · takipte
Eksik alan
Veren kurum kaşesi · çalışana bildirim gitti
Smart data extraction and field recognitionFields like name, document number, date and expiry are extracted automatically from IDs, diplomas, certificates and contracts; gaps are flagged.
Smart document reading

Recognises your documents automatically.

Plena Arşiv recognises e-Devlet documents, identity and financial records, professional qualification certificates and health reports. It extracts the information inside each document and files it into the relevant digital folder.

e-Devlet barcoded documents
  • Criminal record certificate
  • Military status certificate
  • Certificate of residence
  • Civil registry record
  • SGK service statement
+ View other documents− Show less
  • Registry extracts
  • Family registry
  • Place of residence
  • Address certificate
  • Title deed
  • Vehicle registration
  • Licence plate penalty
  • Traffic registration certificate
  • SGK insurance registry filing
  • SGK employment entry filing
  • SGK employment exit filing
Identity & finance
  • ID photocopy
  • Passport
  • Driving licence
  • Green card
  • Bank account details
Professional qualifications
  • MYK vocational qualification
  • Journeyman & master craftsman certificates
  • Master instructor certificate
  • Business opening licence
  • SPL licence
Health documents
  • Health report
  • Disability report
Introduce your own organisation-specific documents too.Introduce contracts, invoices, supplier documents and organisation-specific forms through examples; include them in classification, data extraction and filing workflows.
Knowledge access
Semantic search and chat with documents

You don’t need to remember the file name.

You don’t need to recall exact words. Semantic search weighs the meaning and context of your query; document chat backs every answer with file, page and clause references.

Examples use demo data.

  1. Ask in plain language“Supplier contracts signed last year with notice periods coming up”
  2. Compare“What differs between these two contracts’ termination terms?”
  3. Go to the sourceFile name, page and clause number next to the answer.
OCR, handwriting recognition and full-text searchScanned PDFs, images, printed text and handwriting become searchable. Search by file name, content and indexed data.
Digital signature and document approval

Send, verify and archive documents digitally.

Manage approvals for payslips, employment contracts and KVKK/GDPR consents digitally. Completed documents — sealed with an SMS one-time code (OTP), timestamp and evidence records — are stored in the right archive folder.

  1. Send for signatureThe employee gets an SMS or email link and opens it from their phone — no app needed.
  2. View, sign, verifyThe document is reviewed first; the SMS OTP code is entered after “Sign”.
  3. Timestamp & evidence fileThe signature is sealed with a timestamp and archived with its evidence file.
Highlights

Everything you need for corporate document management

Manage uploading, classification, search, sharing, versioning and approvals on one platform.

  1. AI classification & indexingAutomatically identify the type of uploaded documents, match them to defined tags and index their metadata to keep the archive organised.
  2. OCR, handwriting & full-text searchMake scanned PDFs, images, printed text and handwritten documents searchable. Search file names and document content.
  3. Smart filing & automatic namingFile documents to the right folders based on content and your rules. Keep the archive tidy with naming standards.
  4. Workflow & approval managementAttach serial or parallel approval flows to uploads, moves and deletes. Prevent actions until authorised approval completes.
  5. Secure file sharingShare documents with people outside your organisation using password, expiry and permission controls.
  6. Versioning & activity historyView earlier versions of documents; track document changes and user actions for better traceability.
  7. Document notes & team collaborationAdd comments and notes to documents; tag people and groups for easy sharing within the team.
  8. Automatic document remindersCreate automatic reminders for contract endings, document renewals and important dates.
  9. Online editing with Microsoft 365Edit Word, Excel and PowerPoint documents online without leaving the archive; every change is versioned.
  10. Multi-format document viewingView PDFs, Office files, images and other supported formats on a single platform.
  11. Missing paperwork & expiry trackingSpot missing items against required lists; track expiry dates of time-limited documents with automatic notifications.
  12. Corporate system integrationsConnect Plena Arşiv to your existing corporate applications with API-based integrations.
Corporate document security

Your documents, under your control.

Plena Arşiv helps protect your corporate documents with advanced access control, authentication, data encryption, file security and auditing.

  • Cloud
  • Private Cloud
  • On-Premise
Access & authorisation

Manage user and group permissions centrally. Ensure sensitive documents are only reachable by authorised people.

  • Two-factor authentication (2FA)
  • LDAP & corporate user management
  • Folder and document level permissions
  • Role-based access control
Data & file security

Protect documents in transit and at rest. Strengthen information security with malicious-file checks and recovery.

  • Data encryption & secure transfer
  • Automatic virus scanning
  • File & folder recovery
  • Document version history
Auditing & data governance

Make document actions traceable. Build an infrastructure aligned with your security and data policies.

  • Audit logs & activity trail
  • User activity history
  • KVKK-aligned data management
  • Flexible hosting & deployment options
Mobile appPlena Arşiv on iOS and Android. Upload and view documents, manage approvals within your permissions and track processes with mobile notifications.
App StoreGoogle Play
SSS

Frequently asked questions

What is Plena Arşiv?

An AI-powered document management system that lets organisations store, classify, search and manage corporate documents digitally.

How do OCR and handwriting recognition work?

Printed and handwritten content in scanned documents is analysed and made searchable. Recognition quality depends on image quality and legibility of the writing.

What is the difference between semantic search and full-text search?

Full-text search finds the words in a document; semantic search weighs the meaning of your query and the document context to surface relevant content.

Can I ask questions to my documents?

Yes. You can ask questions in natural language on supported documents and review the file, page and clause references behind each answer.

Can we teach the system our own document types?

Yes. Organisation-specific document types can be defined with a few example documents, and automatic extraction of the relevant fields is supported.

Is Plena Arşiv built only for HR?

No. It can be used by HR, legal, finance, procurement, operations and other departments for corporate document management needs.

Can Plena Arşiv be deployed on our own servers?

Yes. Cloud, private cloud and on-premise deployment options can be evaluated based on your infrastructure and security needs.

Can we share documents with people outside the organisation?

Yes. Authorised document sharing is possible with controls such as passwords and access expiry.

Can changes to documents be tracked?

Yes. Document versions and user actions can be followed with versioning and activity history.

How are joining documents collected?

Candidates receive a secure upload link via SMS. Uploaded documents are recognised, checked and transferred to the relevant digital personnel folder.

Core HR

Works well with

Run personnel, performance and payroll from one place.Explore Manage expenses quickly and securely from anywhere with AI and OCR.Explore