ARCHIVE ORGANIZATION SERVICES

The Most Effective Way to Access Information Quickly, Securely, and in Compliance with Standards

Every document produced by an organization represents a part of its institutional memory.
When documents are not managed systematically and made accessible, retrieving information becomes time-consuming, error-prone, and costly.

At Dijital Arşiv Belge Bilgi Teknolojileri A.Ş. (Digital Archive Information Technologies Inc.), we help institutions and organizations organize their archives using modern, standards-based methods — ensuring fast, secure, and systematic access to information.

Our Purpose

The main goal of our archive organization services is to ensure order, accessibility, and sustainability in the management of corporate documents and information.
Within this scope, we aim to:

• Enable the fastest possible access to required files and documents,

• Ensure fast and uninterrupted information exchange between departments,

• Guarantee that all documents are stored securely, traceably, and in compliance with national standards,

• Reduce unnecessary paperwork and optimize archive space utilization,

• Manage the retention and disposal of documents in line with their legal retention periods,

• Organize archive processes in accordance with the Standard File Plan and Records Retention regulations.

Scope of Service

Our archive organization services go far beyond simple document sorting — they represent a comprehensive, integrated information management process that covers the entire document lifecycle of the organization.

1. Preliminary Analysis and Planning

We begin by analyzing the organization’s existing archive structure, document density, storage areas, and file plans.
Based on this analysis, a custom Archive Organization Plan is prepared specifically for the institution.

2. Inventory and Document Classification

Documents are classified according to their type, subject, date, confidentiality level, and retention period.
An appropriate coding and indexing system is established based on the organization’s operational structure and the official file plan.

3. Boxing, Shelving, and Labeling

Documents are placed into suitable archive boxes, and each box is assigned a unique barcode for tracking.
This ensures faster access to files and traceability throughout the archive system.

4. Sorting and Disposal

Documents whose legal retention periods have expired are identified, and “Disposal Lists” are prepared.
After approval, these documents are destroyed securely, and all actions are recorded for auditing purposes.

5. Transfer and Coordination Management

Documents to be transferred from unit archives to the central archive are moved in a planned and controlled manner.
Each transaction is monitored through Archive Transfer Forms, ensuring complete traceability.

6. Data Transfer to Archive Software

File-related metadata — such as file subject, year, originating department, descriptive notes, and location details (e.g., archive room, cabinet number, shelf number) — are recorded and transferred to the d-DAYSİS Corporate Archive Management System, enabling digital accessibility and search functionality.

7. Reporting and Training

At the end of the project, detailed reports are presented to institutional managers.
In addition, archive staff receive training on structured archive management and the newly implemented system.

Legal Compliance and Standards

All of our operations are carried out in full compliance with national regulations and international standards, including:

• State Archives Directorate Regulations

• TSE 13298 – Electronic Document Management Standard

• ISO 27001 – Information Security Management System

Through adherence to these standards, your organization’s archives become secure, auditable, and sustainable.

Professional Service by Expert Teams

Each project is managed by our experienced professionals specializing in archival science, document management, and information technologies.
Our expert team includes:

• Certified Archive and Records Specialists

• Information Technology Engineers

• Restoration and Preservation Experts

Throughout the project, both the physical organization and digital transformation infrastructure are designed together.
This approach simplifies your organization’s transition to a fully digital archive system in the future.

Our Vision

Archive organization is not merely about placing documents in order; it is a strategic management process that accelerates access to information, preserves institutional memory, and reduces operational costs.

We combine technology, international standards, and years of experience to deliver sustainable, long-term solutions for organizations.

“Never let boundaries stand in your way to reaching information.”