Description of document publicity
Arcada maintains a description of document publicity in accordance with the Act on Information Management in Public Administration (the Information Management Act). The description provides an overview of Arcada’s case register, information repositories, and the information they contain.
According to the Act on the Openness of Government Activities (the Openness Act), a request to access the content of an official document must be specified sufficiently precisely so that the authority can determine which document is being requested. The authority is obliged to assist the requester in identifying the document. The purpose of the description of document publicity is to facilitate information retrieval and to provide information on how to submit a request concerning Arcada’s public documents.
Some of Arcada’s information repositories contain data that is confidential under the Openness Act or other legislation. Documents concerning an individual person are not public, and information is generally provided only to the person themselves. When requesting personal data about someone else, the requester must state which statutory right entitles them to access the information
Case register
Arcada’s case register is a logical entity containing initiated matters, their stages of processing, and the documents or other information linked to them. Information included in the case register can be found in Arcada’s case management system, in operational information systems, and in paper format.
The purpose of the case register is to implement the statutory principle of publicity and ensure that information can be found. According to the Information Management Act, a case register must be maintained for information about matters, their processing, and the documents concerning matters that are being or have been handled by an authority.
Information repositories
Information repositories refer to structured sets of information material created in the course of Arcada’s statutory duties and other activities. Arcada’s information repositories are based on the shared task classification used by universities of applied sciences.
For each information repository, a description is provided of the purpose of use, the information systems in which the information is processed, and examples of search criteria.
Requests for information
If one wants to access a certain document or part of a document, a request for information must be submitted. The request should specify as accurately as possible what information is sought, and which matter or documents it concerns. The request should also indicate how the documents should be delivered.
Requests for information can be sent to Arcada’s registrar either electronically at registrator
Information from confidential documents can be disclosed only under certain conditions. In such cases, the requester must state the purpose for which the information will be used and be able to verify their identity. Additional information may also be requested if needed to assess whether the conditions for disclosure are met.
Below are Arcada’s information repositories:
Administration Matters
Information content and purpose
The administration repository includes data and documents concerning:
- management of administrative matters,
- decision-making and governance,
- national cooperation,
- legal affairs and legislation,
- quality management, and
- risk management.
The data may be wholly or partially confidential.
Information systems and search functions
The information is mainly processed in the case management system.
Examples of search criteria:
- name, title, or content of the decision or matter,
- date of the decision or matter,
- names of contractual parties,
- document type.
Some material, such as the strategy, is published on Arcada’s website. Otherwise, the material is not publicly accessible via open interfaces.
Personnel matters
Information content and purpose
The personnel repository includes data and documents concerning:
- planning and management of personnel matters,
- employment matters and recruitment,
- payroll,
- professional development, and
- cooperation matters, occupational safety, and well-being at work.
The data may be wholly or partially confidential.
Information systems and search functions
The information is processed in the HR management system, recruitment system, payroll system, intranet, and case management system.
Examples of search criteria:
- person’s name and personal identity number,
- position being recruited
Staff contact information is available on Arcada’s website. Other information is not publicly accessible via open interfaces.
Finance
Information content and purpose
This repository includes data and documents concerning:
- financial planning and monitoring,
- accounting and payment transactions,
- financing and acquisition of funds,
- asset management, and
- planning and execution of procurements.
The data may be wholly or partially confidential.
Information systems and search functions
The information is processed in accounting, invoicing, expense and travel management systems, banking software, reporting tools, project management systems, CRM, case management system, and intranet.
Procurement planning and execution data are handled in the case management system, HILMA, and Hansel. Otherwise, the material is not publicly accessible via open interfaces.
Examples of search criteria:
- cost center and project number (if applicable),
- supplier,
- customer,
- date of the event,
- subject or timing of the procurement.
International activities
Information content and purpose
The repository includes data and documents concerning:
- planning and implementation of international cooperation, and
- mobility (students and staff).
The data may be wholly or partially confidential.
Information systems and search functions
The information is processed mainly in the mobility management system, case management system, and project management system.
Examples of search criteria:
- exchange program,
- partner institution,
- destination country,
- country of departure,
- field of study,
- personal identity number.
The material is not publicly accessible via open interfaces.
IT management
Information content and purpose
This repository includes data and documents concerning:
- development and governance of IT management,
- installation, use, and maintenance of information systems and equipment,
- administration of various user accounts and permissions, and
- data security and data protection.
The data may be wholly or partially confidential.
Information systems and search functions
The information is processed in the Help Desk system, user and rights management systems, Whistleblow system, security incident system, case management system, and intranet.
Examples of search criteria:
- name, username, email address,
- device ID number,
- system name,
- incident number.
The material is not publicly accessible via open interfaces.
Communications and marketing
Information content and purpose
This repository includes data and documents concerning:
- planning, development, and implementation of internal, external, and stakeholder communication,
- planning, development, and implementation of marketing, and
- planning and execution of various events.
The data may be wholly or partially confidential.
Information systems and search functions
Information is processed mainly in the CRM system, newsletter system, platform solutions, portals, publishing systems, info displays, and case management system.
Examples of search criteria:
- document name or date,
- newsletter date.
The material is not publicly accessible via open interfaces.
Library and publishing services
Information content and purpose
This repository includes data and documents concerning:
- management, planning, monitoring, and development of library services,
- publishing,
- collections and catalog information,
- customer information,
- advisory and information services.
The data may be wholly or partially confidential.
Information systems and search functions
Information is processed mainly in the library system, digital platforms, and the case management system.
Examples of search criteria:
- library card number,
- personal identity number,
- article title,
- author name,
- publication details.
Publication data is available through services such as Juuli and Tiedejatutkimus.fi. Theses are available in Theseus. Otherwise, the data is not publicly accessible via open interfaces.
Property management and security
Information content and purpose
This repository includes data and documents concerning:
- use, maintenance, and services related to properties,
- key management, camera surveillance, and access control,
- property faults and security deviations, and
- preparedness.
The data may be wholly or partially confidential.
Information systems and search functions
Information is processed in the property management system, surveillance camera system, deviation management system, key management system, access control system, and case management system.
Examples of search criteria:
- property address or name, location or time,
- name or key,
- access ID, door, or time period.
The material is not publicly accessible via open interfaces.
Education and student services
Information content and purpose
This repository includes data and documents concerning:
- planning, management, and development of education,
- planning and implementation of teaching,
- application and admission of students,
- study and course information, certificates, and diplomas,
- student support services.
The data may be wholly or partially confidential.
Information systems and search functions
Information is processed mainly in the Studyinfo service, study administration system, digital learning platforms, and case management system.
Examples of search criteria:
- student’s name, student number, or personal identity number,
- course name or degree program name.
Information on curricula and course descriptions is available on Arcada’s website. Otherwise, the material is not publicly accessible via open interfaces.
Research, development, and innovation
Information content and purpose
This repository includes data and documents concerning:
- planning, organization, and implementation of research and development activities and project activities,
- research ethics activities, and
- university inventions.
The data may be wholly or partially confidential.
Information systems and search functions
Information is processed mainly in the project management system, case management system, financial system, and funders’ systems.
Examples of search criteria:
- contractual partners,
- document name or content,
- project name or number.
The material is not publicly accessible via open interfaces.
Business services and enterprise activities
Information content and purpose
This repository includes data and documents concerning:
- planning, implementation, and sale of commissioned education and research,
- development services for working life,
- strategic partnerships, and
- other fee-based activities.
The data may be wholly or partially confidential.
Information systems and search functions
Information is processed mainly in the CRM system, study administration system, financial system, and case management system.
Examples of search criteria:
- customer information,
- partner.
The material is not publicly accessible via open interfaces.