Question: What is archive?
It is a repository where all types of visual, textual and data information produced as a result of the activities of actual and legal entities in institutions all over the world, which has administrative, legal, evidential and institutional value or is produced for reuse .
Classic archives and modern archives are the two types of archives that are commonly used.
- Classic archives are archives related to documents written in ancient script, such as the Ottoman archive.
- Modern archives are places where all types of documents and information produced by institutions such as business world, hospitals, and televisions are kept.
Question: What are the Standards and Legislations for Information and Document Management?
TSE (Turkish Standards Institution) ISO 15489 International Document Management Standard and Technical Report.
Electronic Document Standards Circular: Prime Ministry Circular No. 2008/16 published in the Official Gazette dated 16.07.2008 and numbered 26938.
TS 13298 Standard: Electronic Document Management Standard No. TS 13298 and its revisions as specified in the Prime Ministry Circular published in the Official Gazette dated 16.07.2008 and numbered 26938.
Standard file plan: the plan for the filing of the document published in the Official Gazette dated 25.03.2005 and numbered 25766 and entered into force by Circular No. 2005/7.
DTVT: 10.02.2011 dated and 27842 published in the Official Gazette and entered into force with Circular No. 2011/1, public institutions and organizations, the institution and unit in which the document is produced codes are found in the database of the state organization.
Regulation on the Principles and Procedures to be Applied in Official Correspondence: The regulation, which includes the definitions of Electronic Documents and Electronic Signatures and the regulations regarding the use of Information Systems in official correspondence, published in the Official Gazette dated 10.06.2020 and numbered 31151.
Regulation on State Archive Services: Regulation published in the Official Gazette dated 18.10.2019 and numbered 30922.
ISO 27001: Information Security Management System Standard.
ISO 9001: Quality Management System Standard.
Question: What is the Brief?
1. All kinds of physical environment with information recorded on what institutions or individuals produce, receive and protect as evidence in order to carry out their business relations or fulfill their legal obligations. 2. Any physical environment on which information is recorded, which is taken for the fulfillment of any individual or institutional function, or produced as a result of the function, which constitutes evidence for the function to which it belongs, with its content, relationship and format. 3. All kinds of recorded information that can be used for cultural, administrative and legal reasons in the future and therefore can serve as evidence, regardless of its physical structure or characteristics, produced by or received by a person, institution or organization. 4. Information produced, accepted (received) and protected as evidence by a person or organization in the fulfillment of transactions or legal obligations.
Question: What is the Document?
Information such as documents and letters can be in paper form or in structural or non-structural forms such as notes, photographs, reports, fax objects, pictures, electronic files; all of these forms are entities that are media. Changes to documents are allowed in line with access permissions.
Question: What are the duties and responsibilities of the document manager?
Establishing the information and document management infrastructure of institutions and organizations,
To document this information by creating systematic information from complex data,
Ensuring that documents are recorded and securely stored in electronic media using various data entry ways,
To ensure that the requested documents are reached quickly and that the original or a copy of the document is delivered to the requesting party,
Designing, using and teaching various information retrieval tools/systems,
Classifying, compiling and organizing information sources according to their importance or criticality level,
To focus on theoretical and practical problems in the professional field and to bring many studies that propose solutions to the professional literature,
Establishing and developing libraries,
Helping those who come to the library to find the material or book by giving information in line with their wishes,
Classifying the library material that enters the library by donation, purchase, exchange or compilation, issuing a catalog slip, preparing it for the reader's service,
Carrying out the service of lending books or non-book materials to members,
Counting the material in the library,
Keeping a record of lost publications,
Watching the subscribed periodicals, notifying those who do not come,
Separating old and deformed books, making necessary maintenance or having them done,
To prepare the data kept in the electronic environment according to the standards and to take measures to transfer it to the future,
Managing the process of delay and return of library material,
To organize the reading rooms. To make necessary correspondence for the works of the information and document center,
To digitize rare works,
To support free access to information,
To have an active role in gaining the habit of reading,
To support lifelong learning,
Destroying archival documents whose retention period has expired; to send documents with archival value to the State Archive for preservation and opening for research,
Question: Which documents are scanned in color?
- Documents that contain different colored pencils or have colored prints
- Colored decorated documents
- Documents noted with colored pencils, even if the original text is black
- Documents with yellowed floors and different shades of yellow over time, despite being written in one color
Question: Are documents produced or transferred to electronic media legally valid?
The fact that the information is only in the form of electronic data does not affect its legal validity and applicability, nor does it prevent it from being put forward as evidence. It cannot be claimed that an information that is referenced in electronic data and may have legal consequences is invalid only on the grounds that it is not included in the electronic data. Electronic data can be put forward as evidence if a reliable information system has been used during the production, sending, receiving or storing of information and the integrity of the information is maintained and the sender can be identified correctly.
Question: What types of documents come to the Presidency of State Archives?
An archive document is a document that has passed fifteen years since the last transaction date or has been finalized and has no activity in the daily workflow, complementing the storage periods, if any, in other legislation to which it is subject, regardless of production forms and software and hardware environments, historical, political, social, cultural, legal, administrative, military, economic, religious, scientific, literary, aesthetic, biographical, technical and similar, written, drawn, illustrated, video, audio or electronic entity that must pass as any value.
Question: We have an archive, but we don’t know what kind of documents it contains. What kind of service can we get in this matter?
Your archive is evaluated by our archive experts from all aspects by carrying out a feasibility study, and you are informed about this in detail, and then what kind of service you need is determined. After this stage, we have many different service methods. By choosing the most suitable one for you, you can digitize your existing archive by making it completely modern. While these processes are being carried out, all stages of how the service will progress can be determined flexibly together. E.g., You have enough personnel to perform archive operations. In this case, consultancy service is provided to you, and all transactions are carried out by your personnel with the software belonging to our company, under the control of our consultants.
Question: There is an EBYS software that we use, but we want all our documents in the archive to be transferred to this system and processed, what can you do in this case?
After scanning and digitizing all the documents in your archive with our software, web service etc. to all systems. We carry out the transfer with integrated methods.
Question: We have projects of 300-500 meters or longer in our archive. Is it possible to digitize these projects without deformation?
No matter how long your projects are, digitization processes are carried out without allowing any deformation. Our company has completed many similar project processes before.
Question: Is there a page limit for OCR (Optical Character Recognition) operations?
We do not have a page limit in our OCR operations.
Question: We have some tabular information about the records in our archive. Can you add this information to the requested documents or files without the need for a staff member to enter information again?
You can import this information you have into our system and use it in the desired files or documents.