Delivering paper documents to the registry
Documents can be delivered to the registry either personally or you can ask someone else to deliver them. Documents may also be delivered via the internal post of the University or they may be sent by ordinary post. The sender is always responsible for the delivery of documents. If there is a deadline pertaining to the delivery time and date (e.g. when applying for an office), the documents must be delivered to the registry by the end of office hours (3.45 pm) on the due date. This should be taken into account when delivering documents by internal or ordinary mail.

Delivering documents in electronic form
Documents, applications included, can be sent by e-mail to the registry. Confidental documents or documents that contain confidental information should not be delivered by
e-mail or fax. Sending a document as a so called electronic message is governed by stipulations in the law on electronic public services (13/2003).

The sender is always responsible for the delivery of documents by fax or e-mail. Documents governed by deadline must be delivered to the registry in time for them to be processed within the due date and time. A document is considered delivered when it can be processed within the information network of the University of Helsinki. Documents that have unidentified senders and the contents of which cannot be processed are considered undelivered.

Documents that have been delivered in electronic form do not have to be supplemented due to absence of signature, if the document contains reliable information on the sender and there is no other need to suspect that the contents of the document have changed during the processing of the document. Technology for electronic signatures is not in use.

If the time and date of receiving the document in the registry are unclear, the sender should provide reliable details in sending the document, in which case the time and date of sending the document are also considered to be the time and date of receiving the document in the registry.

Recommendation regarding e-mail attachments
If documents are delivered as e-mail attachments, the preferred forms of documents are word-, rtf-, PowerPoint, HTML- or pdf form. Other forms of documents may be unmanageable.

Confirmation on receiving documents Confirmation on receiving documents that have been sent by e-mail is provided automatically. Confirmation on receiving documents that have been delivered by fax or mail is provided upon request. The sender of the documents is notified if the documents are referred to another authority. Confirmation on receiving documents that have been delivered by the internal mail of the University of Helsinki is provided upon request.

Publicity and accessibility of information Documents of the University of Helsinki are public unless they are confidental under the Act on the openness of government activities (JulkL 1999/621). A document that contains information on the state of health or research or business secrets of another person is a typical example of this. The publicity of documents is decided upon individually. The decision can be contested.

Documents are registered in the record management system. Queries on individual matters or documents can be made by telephone, e-mail or in the registry itself. Personnel of the registry offer assistance in finding documents and information. The record management system can be viewed in the registry (street address Yliopistonkatu 4).