Managing Your Employee Files
More Effectively

We 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 System
ISO/IEC 27001:2022 - Information Security Management System
ISO 22301:2019 - Business Continuity Management System
ISO 10002:2018 - Customer Satisfaction Management System
ISO/IEC 27701:2019 - Privacy Information Management System

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.

Advantages of Outsourcing Employee File
Management as a Service

Provides space within your office; for more important business-related activities instead of using it for documentation and storage.
Enhances your compliance with disaster recovery and business continuity processes.
Allows you to access the online archive of the personnel files and access documents on demand, quickly.
Spares quality time on core business operations for you, rather than spending effort on personnel file management.
Improves the management and filing of the personnel documents, by centralization.
Enhances your compliance with the EU General Data Protection Regulation (GDPR), Turkish Personal Data Protection Law (KVKK), and other local retention policies and regulations.
Decreases the risk of losing the files and improves accessibility.

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.

Service Levels

SERVICE	BRONZE	SILVER	GOLD
File audit and preparing missing document list for per employee file
Off-site paper file storage in steel cabinets
File digitalizing (scan, store, share)
File Destruction Tracking retention periods Informing the documents which will be destructed to the client Keeping log records Proceeding with P-5 level shredders

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.

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