Regulatory and compliance operations
Each notice is stamped on arrival, classified by regime and given its deadline before anyone drafts, and the response leaves only with its evidence filed beside it and a reviewer’s signature.
One queue, set to the tightest clock in it.
Who it is for
A team that owns notices, data subject requests and regulator correspondence, where the deadline is set by someone else. The work is not hard to do. It is hard to prove afterwards, because the evidence of each step was never gathered in one place.
The trigger
A notice under Law No. 5651 in Türkiye, a data subject request, a transfer notification, a consumer complaint, or a letter from an authority.
A deadline can itself trigger the workflow.
The stages
Receive and stamp arrival
The item lands in one queue and its arrival time is recorded immediately. Arrival starts the operational workflow; the legally effective service date and deadline are determined under the applicable regime.
Classify by regime
The agent proposes the regime that governs the item, because the regime sets the period and the channel.
Calculate the deadline
The deadline is calculated with the provision it is based on and written to the queue. The agent calculates and warns as it approaches.
Assemble
The evidence the response needs is gathered from the file and indexed. Missing evidence is marked as missing.
Draft
The response is drafted inside the template for that regime. A departure from the template is flagged to the lawyer.
Reviewer signs
The person accountable for that regime reads the draft, the deadline and the evidence, and accepts, changes or rejects the draft.
Send and file
The response goes out through the channel the regime requires. The service or delivery record and proof of sending join the evidence, and the item closes.
What the agent may read, keep and do
| May read | The notice and its attachments, the file it concerns, the response templates, the deadline table, the company’s policies and records, and the relevant legislation sources. |
|---|---|
| May keep | The classification, the clock and the evidence index, for the retention period agreed with you. Attachments containing personal data do not leave the file. |
| May do | Classify, assemble, draft, calculate the deadline and warn on it. It may not send a response to the authority or data subject on its own, remove content, decide the substantive answer, or change a clock. |
For notice-and-takedown decisions, the signature stays with the person authorised to remove content.
Where a person signs
Stage 06, by the person who is accountable for that regime rather than by whoever is available. The record notes which regime set the deadline, so the basis for the period is visible later.
The signer sees the outgoing text, the regime that sets the deadline and the evidence assembled so far. Incomplete evidence returns the file for completion instead of signature. Any required personal-data or compliance gate sits alongside the lawyer’s gate and is passed before dispatch. Where two regimes apply, the record shows which imposed the tighter period.
What the record contains
This is the file an inspection asks for, and it is easier to keep than to reconstruct.
These are the fields, not a real matter. No client work appears on this site.
| Field | What goes in it |
|---|---|
| Arrival | The channel the item came in on, and the time it landed |
| Regime | The matter identifier and the regime that governs the item |
| Deadline | The deadline and the source that set it |
| Evidence | What was gathered, where each piece came from and what is still missing |
| Draft | The draft version, and the template it was drawn from |
| Review | The reviewer’s name, decision and its time |
| Dispatch | The channel, sending time and proof of sending |
| Close | The closing outcome and its time |
| Service or delivery | The service or delivery record linked to the file |
Entries are written as the run happens and are append-only. A correction is a new entry naming the one it corrects. Section 5 of the operating standard says what that means in practice.
The measure a pilot uses
One measure, chosen by you. The one I would usually propose is the share of responses sent inside the deadline with the evidence complete on file, against your own last quarter. Time from arrival to classification is recorded for information, not as a second acceptance measure. The measure is written before the pilot and the baseline is taken from the last ninety days of files.
The critical error is one file whose deadline is missed. Tolerance in that class is zero.
The systems it usually sits on
The mailbox, KEP and UETS e-Tebligat on the Turkish side, the company's own content system, the personal-data inventory and, where required, the VERBİS record, the document system, and whatever case or complaint tracker already exists. LEXSAS resells none of these and claims no certified connector to any of them.
The first week
- Day one
- The scope call: the regimes you actually receive, the accountable owner for each, the systems, the measure.
- Days two and three
- The deadline table is built from the regimes you actually receive, not from a list of everything that exists. We count files received in the last ninety days and how many closed on time.
- Day four
- The agent’s mandate and the response templates are written down, and you correct them.
- Day five
- The evidence index is agreed, a gold set is built from past notices, the baseline is taken and the pilot dates are fixed.
The engagement brief determines the sequence for each assignment. This is the usual order of work, not a timetable commitment.
Exit terms
If the work ends, the company keeps the following, in an exportable format:
- The deadline table and the provision behind each deadline
- The evidence templates and the evidence index
- The response templates and their version history
- The mandate and its register
- The gold set and every run record
The deadline table, the templates and the evidence index are useful even if every piece of software is thrown away, and they are the part that takes longest to rebuild.
Three questions
The applicable regime does, not the team. The workflow records arrival immediately, then calculates the legally effective service date and deadline from the governing provision. The agent may warn on the deadline and may not extend it.
Arrival triggers the workflow and is recorded immediately. For UETS electronic service, service is deemed made at the end of the fifth day following the date it reaches the addressee’s electronic service address, under Article 9(6) of the Electronic Service Regulation. The same rule is not automatically applied to KEP: the lawyer confirms the applicable notice rule and legal deadline from the delivery evidence.
No. It classifies, assembles the evidence and drafts inside your template. A named person signs and sends, through the channel the regime requires.
The distinction between operational arrival and legally effective service follows Article 9(6) of the Electronic Service Regulation.
The controls behind this page are in the LEXSAS operating standard, sections 2 to 5. The reasoning is in Marketplace compliance ops: one notice queue, set to the tightest clock. The other three in-house workflows: legal intake and triage, contract first-pass review and AI governance and release gate. The data side is on the security and data page. All eight workflows are on the workflows page. Get in touch