Institutions can achieve efficiency and reliability to the extent that they can manage their information and documents and access the needed information at the fastest pace. Therefore, adapting to the changing conditions brought by today's customer-centric approach and competitive environment is vital for companies. For this reason, documents that need to be accessed quickly and documents that will cause problems if lost should be transferred to the electronic environment and managed. With fast access to information, institutions not only ensure their reliability but also minimize the potential costs.
Datasafe facilities are equipped with a high-security system operating 24/7. Entries and exits are tracked through an authorized card access system.
Recordings are made 24 hours a day with closed-circuit cameras. Only authorized personnel have access to the areas where your archive is stored. You minimize the risks of your documents being lost or damaged.
Document Management System
The manner in which the information on the intra- or inter-organizational documents is stored, the speed of access, and the frequency of reuse determine the value of the archive. Generally, while the archive evokes only documents and folders, for many organizations it constitutes a whole where other files such as photographs, sound recordings, videos, emails, and documents that need to be stored are also included. Therefore, a document management system (DMS) is necessary for the proper processing, storage, and management of valuable information. The document management system is a system used to process and store the document and information in the most appropriate way, regardless of its status, and to access the information at the fastest pace when searched, with many details such as name, subject, date, etc.
Put an End to Information and Document Loss
Organizations suffer serious time losses in paper-based information exchanges in business processes, and the loss of documents and information eliminates the dynamics in internal processes. Datasafe will determine the processes according to the internal workflow systems with the information, experience, and software solutions it will provide, enabling the healthy progress and monitoring of your workflows. In this way, it will eliminate the extra paper consumption that will occur within the institution, allowing the data to circulate on the digital platform according to approval mechanisms.
Document Management System
- The security of your documents increases as the use of the physical archive decreases.
- Sharing of documents between departments is facilitated, thus service quality improves and the speed of your business tracking process increases.
- It has been determined that 15-20% of the time of employees in businesses is spent searching for documents. The time spent searching is minimized thanks to the transfer of documents to the electronic environment.
- You gain access to back up your archive at a different location within the framework of a crisis management plan. Thus, you protect your information and documents against all kinds of threats.
- Helps reduce courier costs arising from document shipments.
- Since it is possible to access your documents in seconds, you go through the audit processes without any problems.
- Your stored document becomes information that can be managed through the service bureau service, can be used when necessary, and is protected for life.
- As an Archive Management Center, a building specially designed with earthquake-resistant steel shelving system suitable for archive management.
- Authorized card access system for each area. Logging of all accesses.
- NFPA standard regional operational Sprinkler (ESFR) fire extinguishing system (on each floor, between shelves and boxes), supported by 3 special pumps (diesel, electric, and jockey pump).
- A destruction machine capable of destruction according to European standards through shredding method and a special area with no electricity and no risk of fire for storage.
- Continuous recording ability throughout the day with 110 closed-circuit cameras. Specially trained permanent live security and continuous outdoor lighting.
- Preservation with special archive boxes resistant to water, moisture, and impacts, smoke detectors and early warning systems, temperature and humidity control, pest control.
- Provision of ideal storage conditions where our clients can store their backup cartridges (LTO), equipped with FM 200 gas extinguishing system, magnetically protected, air-conditioned, humidity and shock sensor equipped areas can be allocated.
- Professional Indemnity, Information Security Insurance (a first in Turkey), ISO 9001, ISO 27001 certification.
