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Managing Your Employee Files
More EffectivelyWe operate as a secure storage facility where your
employee file archives can be stored securely.
Our facilities and processes and the sustainability of our certifications are regularly audited by the following certification authorities. In addition to the standards of GDS 3402 certification we hold, thanks to the investments we have made in the field of privacy and security, our entity and facility hold the below certifications:
- ISO 9001:2015 – Quality Management
- ISO 27001:2013 – Information Security Management
- ISO 22301:2012 – Business Continuity Management
- ISO 10002:2014 – Customer Satisfaction Management
You can request access to any document through our case management system. Our best-in-class tracking and monitoring procedures ensure fast response times.
With CottGroup®’s Records Management Services, we manage the full life cycle of your employee documents. The retention of certain data and documentation is a legal obligation that is applicable to all companies.
High Levels of Building and Office Security
- 24/7 job-trained security guards
- Gate and door detectors
- Centralized elevator control system
- Guest management procedures
- CCTV Camera System – for common areas and office
- Smart Building Infrastructure (earthquake, thunderbolt, flood)
- Three power generators
- Gas and smoke detectors
- Sprinkler fire system
- Common fire alarm system
- Secondary fire alarm system
- High-level security measures for the file cabinet access.
- Access control, permission level matrix, and related policies are implemented.
File Digitalizing Services
As a Professional Employer Organization (PEO) and outsourcing service provider in the fields of Human Resources, we manage a significant volume of employee-related documents. Therefore, we have implemented electronic document management in our cloud-based secure portal: CottGuard.
The Digital Personnel File is easily accessible with a point-and-click. Files can be indexed by employee name, document type, date, or any other requested file index. This flexibility allows you to find exactly what you need in a matter of seconds, with your unique filing system.
CottGuard also helps to track retention periods, the sensitivity of records, and activity logs.
DIN 66399 for HR and Employee Documents
On May 25, 2018, the EU General Data Protection Regulation (GDPR) came into force, which meant to host new rules governing the collection, storage, processing, and destruction of all types of personal data belonging to citizens of the EU.
Organizations need to create a paper document destruction policy and ensure that the process is fully explained to employees and comprehended by the employees, as well as emphasizing why the regulations must be followed through.
The GDPR does not set a specific size that documents need to be shredded to in order to comply with the regulation. However, data that may no longer be retained as per GDPR (Data Minimization) can be safely and reliably destructed using a professional paper document shredder. Also, please keep in mind that documents whose retention period has expired are to be destructed too.
DIN 66399 ensures clarity in data protection. This standard, which has been in force since 2012, supports data security in business processes but also helps to save costs and time. It formulates exact requirements for proper destruction of data along with protecting the data and saving resources.
About ADP (NASDAQ – ADP)
Designing better ways to work through cutting-edge products, premium services and exceptional experiences that enable people to reach their full potential. HR, Talent, Benefits, Payroll and Compliance informed by data and designed for people.
Learn more at www.adp.com
Boss Yönetişim Hizmetleri A.Ş. is proud to be a local payroll partner of ADP in Türkiye.
ADP, the ADP logo, and Always Designing for People are trademarks of ADP, LLC.
Awards for CottGroup® Services
(*) Services Exporters' Association - 2022
(**) Bilişim 500 - 2023
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