Organizations try not to invest in personnel and system/software in order to reduce the costs of managing the archives they produce within their organizations. After a while, this situation makes it difficult to access documents or information quickly and creates dangerous situations that can lead to document losses and information leaks. Companies should receive archive services to make document requests and follow-up with a hierarchical authorization, to access documents and information in the fastest and safest way with specialized software, and to eliminate legal risks.
It is the transfer of the management of the information and documents that companies are required by law to keep or want to keep to an expert company that has an archive center with security and system investments in international standards and that stores and manages the information and documents in question.
The entire life cycle of documents is recorded from the date of initial registration to the date of their legal death. During this period, all processes, from the person who requested the document to who touched it, are tracked to minimize the loss of documents and information. Since each document is recorded on a unit basis, even documents that are misplaced by document owners can be accessed to the required document with possibility narrowing directions. The system can be reduced to department-based authorizations, and even when the request and approval personnel are evaluated separately, it is possible to control which documents the personnel have accessed. Since document delivery is done by hand with delivery minutes, there is no chance of documents being passed to other people.
Insurance companies are not able to insure archives because the risks that will occur in the loss of archives cannot be measured anywhere in the world. In this sense, Datasafe has secured the companies it serves by making the most direct Financial, Professional Liability and Information Security insurances which are the first in Turkey.
In addition to the security and efficiency advantages, companies also prefer archive services to create significant cost savings. To give an example, the space requirement for an archive with a volume of 5,000 A4 folders, i.e. 1,000 boxes with Datasafe standard boxes (takes 5 A4 folders), is approximately 150 square meters. Although the costs vary according to the service content of the companies receiving the service, it is a permanent solution that always creates savings in the range of 30% to 70% compared to the archive creation and management costs of the companies themselves.
Through our website iam.datasafe.com.tr, you can track all your documents in our facility by entering the Iam (Intelligent Archive Management) Online Data Management System with your personalized internet username and password. You can find the box/folder/file you need by searching the system with keywords and you can make your order request. We can physically deliver the original of your requested document to you with our special vehicles. If the image of your document is enough for you, then your document will be digitized upon request by scanning method and uploaded to the cloud area on the web, allowing you to access the document in the shortest way possible.
Our Archive Management Center, which we developed using the latest technologies, is a building specially designed for physical archiving and magnetic media storage in accordance with international standards. With fire detection and sprinkler extinguishing devices in accordance with NFPA Standards, pest control system, earthquake resistant shelving system, burglar alarm systems, motion detectors and 24-hour closed circuit cameras, your data will always be safe in our facility. All records entrusted to us are controlled both inside and outside our archive management building. All access to our center is monitored by door security. All staff undergo a security check before starting work, and security cards are required to access the systems.
All Datasafe personnel joined our company after a detailed background investigation prior to recruitment. In addition, special confidentiality agreements have been made with all our personnel.
As Datasafe, we carry out destruction processes within our own facility. In this way, the documents complete their entire life cycle without being removed from our facility in any way in terms of security.
We have a crisis management package prepared considering all possible crisis and disaster scenarios. In addition, drills are conducted at various times within this plan.