DIGITALIZATION COMMISSION
To organize the scanning process of archival materials determined in the directorates and faculties, to ensure that the archive materials are named in accordance with the file names specified in the standard file plan in the digital archive management system.
To ensure that the relationship between digitized document/filegroups and physical document/filegroups is maintained by adhering to their original order.
Authorities/Persons, when deemed necessary, digitize the documents in the paper media in their possession, which have the quality of archival documents, to save them from being a single copy, to prevent the documents other than archive documents from being worn out and to use them effectively.
To ensure that digitization processes are carried out in institutional integrity, in line with the recommendations of the units, under the knowledge or coordination of the unit responsible for document management and archive services.
To ensure that digitally produced pictures, sound and video recordings, which are included in the definition of archival material, and analog pictures, audio and video recordings transferred to electronic media by digitization method are managed in accordance with the institution’s storage plan.
To ensure and follow-up the execution of e-destruction processes of documents/files that are not used frequently and that are not required to be stored at the end of the storage periods stipulated in the storage plans, but will be destroyed.
To ensure the sharing of archival materials requested from the internal or external digital archive within the scope of data security and relevant legislation.
To carry out the electronic and physical archive management processes in coordination with the personnel in the “Sorting and Disposal” role determined in the Directorates and Faculties.
To ensure the transfer of all kinds of archival documents, documents and records created electronically or by digitization method in the AYS by preserving the content, format and presentation features of the period they were up to date, and making them available when necessary.
To follow the processes related to the preservation of the attributes of the archive materials in fixed or portable storage units that will allow the long-term and continuous storage of electronic archive materials.
To follow the transactions by taking into account the TS13298 numbered “Electronic Document and Archive Management System” standard in all kinds of digital imaging operations.