Physical Archive Editing

ARCHIVE SERVICES

Physical Archive Editing

Inventory Study

The current archive content of institutions and organizations is examined on the basis of files and documents, and the necessary consumables for the annual document production and filing-storage needs of the institution's document resources are determined.

In order to create an archive systematic, all functions of the institution are determined and relations between functions are determined. The infrastructure of the archive systematic is prepared by making interviews with the existing unit about which documents they produce, on which criteria they want to access the documents, and for how many years the documents they produce should be kept.

File Sorting Plans

Produced documents must be protected for reuse when necessary.

When a produced document is required to be reused, a dynamic classification system should be established in accordance with the structure of the institution in order to ensure effective and efficient access to the document.

With the inventory study, the function and unit relations of the institution are revealed and an effective File Classification Plan and Filing Regulation are prepared.

Article 44 of the “Regulation on State Archive Services” published in the Official Gazette dated 16 May 1988 and numbered 19816; Organizations within the scope of Law No. 3473; It is obliged to establish File Systems and to prepare File Regulations. Standard File Classification Plan and Retention Plans are prepared for public institutions and organizations in accordance with the Prime Ministry Circular No. 2005/7.

Storage Plans and
Disposal Procedures

One of the most important factors that keep archives dynamic is the sorting and destruction processes. In order to prevent loss of space, confusion, loss of workforce and document pollution in physical archive areas, sorting-destroying operations should be carried out by taking into account the constraints specified in the laws.

Document storage Plan and Regulation should be prepared so that sorting and destruction processes can be carried out regularly.

Preparing the storage plan and performing the sorting and destruction processes; It allows the archive to constantly renew itself and save space, time, equipment and consumables by destroying documents that do not need to be stored on time.

Document retention regulations; It is prepared in a way to cover every document in the institution, based on the laws, regulations and regulations of the functions carried out on the basis of units, in accordance with the Law on destruction of documents and materials that do not need to be preserved, and the Regulation on State Archive Services published in the Official Gazette dated 16 May 1988 and numbered 19816. .

Physical Arrangement

By determining the correct filing methods suitable for the structure of the institutions, maximum space savings are achieved in the archives.

Modern archives are established with the Ta-Dos (Technical Archives Correct Filing) and Ka-Dos (Corporate Archives Correct Filing) methods, which were implemented for the first time by our company.