FREQUENTLY ASKED QUESTIONS

Outsourced archiving is transfer of the management of information and documents, requested or required to be stored by the companies under applicable laws, to an expert company that has an archive center, for which world class security and system investments were made, and that stores and manages such information and documents.

Organizations try not to invest in staff, systems and software in order to reduce the management costs of their archive. However this makes it difficult to access documents or information fast, to suffer document losses and information leakages, which do cause dangerous situations in future. Companies must receive archiving service in order to request and track documents through a hierarchical authorization, to access documents in the fastest and most secure manner with specialized software, and to eliminate legal risks.

The entire lifecycle of documents, from the first recording date to their legal expiration date, is recorded. All processes, ranging from the requester to the person that has touched the document, are tracked and loss of documents and information is minimized. Since each document is recorded at the unit level, even the documents that were misplaced by the document owners can be accessed through possibility limitation methods.The system is capable to query the authorizations at the department level and it is even possible to control which staff accesses which documents separately at the requesting and approving staff level. Since documents are delivered personally in return for delivery receipts, there is no possibility to deliver documents to third persons.

Since the risks arising out of the loss of archives cannot be measured, Insurers are not able to insure the archives anywhere throughout the world. However Datasafe has applied information security insurances for the first time in Turkey by making indirect Financial and Professional Liability Insurances and secured the companies, to which it provides service.

Companies are preferring archiving service not only for gaining security and productivity benefits but also for having significant savings in costs. For instance the amount of space needed for an archive of 5,000 A4 folders, i.e. an archive of 1,000 standard Datasafe boxes (one box contains 5 pieces of A4 folder), is approximately 150 squaremeters. Although the costs vary depending on the type of services that the Companies receive, this solution always saves between 30% and 70% for the Companies, depending on their internal archive creation and management costs.

You can login IAM (Intelligent Archive Management), our Onlline Data Management System, through our website iam.datasafe.com.tr with the user ID and password assigned uniquely to you and you can track your documents. You can search any box/folder/file that you need with the keywords and you can place your order. We can also physically deliver original copy of the document you requested via our private vehicles. If an image of your document is enough for you, we can scan and digitalize your document upon your request and uploaded it our cloud server, so you can access it quickly.

Our Archive Management Center, which we have developed with the latest technologies, is a building that was specifically designed for world class physical archiving and storage of magnetic media. Your data will always be safe in our facility, equipped with fire detection and sprinkler extinguishing mechanisms in conformity with NFPA standards, pest control system, earthquake resistant shelving system, thief alert systems, movement detectors and 24 hours closed circuit surveillance cameras. All records delivered to us are controlled both within and out of our archive management building. All accesses to our center are controlled by the gate security system. All staff are screened for security purposes before they are recruited and they have to use their security cards to enter the systems.

All Datasafe staff were recruited after a detailed resume investigation is conducted. Furthermore they have executed confidentiality agreement with us.

As Datasafe, we are performing destruction procedures within our own facility. So, entire lifecycle is completed without taking the documents out of your facility for any reason.

We have a crisis management package, prepared by taking all possible crisis and disaster scenarios into consideration. We are also conducting exercises at various times in accordance with this plan.