In this description of document publicity, we describe the documents produced at the University and how you can request them for viewing. Another goal is to help you describe as clearly as possible which documents or datasets your information requirements cover. The list of data pools and the datasets they include will be updated under the relevant sub-sections.
First, consider the topic of your request and the period from which you need information. Check under the appropriate sub-section of the section “University data pools” (teaching and studying, research, support services) whether a direct information service address exists for the topic associated with your request. Direct addresses are available, for example, for certificate copies and recruitment. Further information on which and what kind of documents have been produced at the University over the past 400 years or so can be found in the last section entitled “Duties of the University”.
If you cannot find a direct address matching your topic, please submit your information request to the University’s Registry at registry@helsinki.fi or call +358 2941 22222.
In addition to the topic and the period, please indicate in your request for information any other further details and identifiers that will speed up the processing. You should, however, avoid sending special categories of personal data (e.g., health data, other private details).
Some documents and information are confidential. The criteria for confidentiality are defined in the Act on the Openness of Government Activities. When requesting information on a confidential document or documents which can only be disclosed under certain conditions, you must state the purpose for the request and be able to prove your identity. We may also ask you for other additional information if this is necessary to clarify the conditions for disclosure. Requests for confidential documents must be made in writing. You can do so using a form (will be updated here soon).
The University charges a fee per person unit for the data it provides by bulk disclosure in accordance with these criteria, unless otherwise stipulated or agreed in the case of a specific disclosure of data. A person unit refers to the data, or part of the data, connected to a single person in the student register. The disclosure of data refers to their transfer from the student register for purposes other than student registration.
The fee per person unit is €0.28 (+ VAT). However, the fee for the University of Helsinki Student Union, student nations and faculty organisations for data required for their operations, with the exception of commercial and business activities, is €0.06 (+ VAT) per person unit.
In addition to the fee per person unit, a fee of €42.05 per hour (+ VAT) is charged for staff costs.
The fee per person unit is waived
- In the case of government agencies or institutions which have a statutory right to access the data if this exemption is based on reciprocity or general practice
- In the case of University departments or institutes
- When the data are disclosed for the purposes of a thesis or scholarly research or for educational purposes
- When disclosing a considerable amount of data at the same time to foundations that provide student health or housing services
- For reports, statistics and other data disclosed on the basis of a request, from which no individual persons can be identified
When disclosing a considerable amount of data at the same time for a purpose for which the data recipient simultaneously commits to regularly obtaining any amendments to the data, the fee per person unit can be lower than that indicated in item 2 above.
When the total costs incurred from the disclosure of data are smaller than the market price for similar services provided by others, the fee charged for the disclosure of data can equal the market price.
The University may charge advance and part payments. The final fee is invoiced after the data disclosure request has been fulfilled.
The curriculum of the University comprises the curricula of its faculties, which, in turn, comprise the three-year curricula of the degree programmes coordinated by the faculties. The University curriculum also includes information on studies open to all University students as well as general study-related information.
Datasets: faculty curricula, language centre teaching programmes, university-level decisions on studies and degrees
Information systems: Sisu student information system, Riihi document management system
Encompasses information on general student advice and degree-related academic advice
Datasets: information on advice for studying and studies (degree-related advice), information on general student advice, information on student advice, instructions by academic administration, statistics on the academic advice phone service
Information systems: Efecte service management system, Vihta-ajanvarausjärjestelmä, GetJenny chatbot, Instructions (under the Studies Service), Confluence wiki, phone subscription management
Encompasses basic student details, other details related to course registration and study plans.
Datasets: basic student information, information on course registration, study plans
Information systems: Access database Master for access management, Dawa data warehouse, Course offerings, EduWeb, Sisu student information system
Encompasses the educational offerings of the bachelor’s, master’s and doctoral programmes as well as other degree programmes offered by the University.
Datasets: degree programmes, other education leading to a degree
Information systems: new University website (D9), Sisu student information system, Riihi document management system
Encompasses information on the educational offerings of the University that do not lead to degrees.
Datasets: open university education and non-degree studies, professional specialisation education, training leading to formal qualifications
Information systems: Riihi document management system, Sisu student information system, Flamma intranet workgroups, P: drive
Encompasses information on examination sessions and examinations.
Datasets: basic student information, examination questions and answers, information on examination sessions
Information systems: Access database Master for access management, Dawa data warehouse, Shelf, cabinet or safe, Exam, Moodle, Mirasys, EduWeb, Sisu student information system
Encompasses information and documents pertaining to individual arrangements for teaching and guidance required by students. Includes confidential information (subsection 25, section 24 of the Act on the Openness of Government Activities).
Datasets: information on students’ individual arrangements
Information systems: Flamma intranet workgroups, Shelf, cabinet or safe, REDCap, Efecte service management system, Vihta-ajanvarausjärjestelmä, P: drive
Encompasses all education leading to a degree and education not leading to a degree.
Datasets: basic applicant information, communication between applicants and the university of helsinki, marketing targeted at applicants, surveys targeted at applicants
Information systems: Creamailer-uutiskirjealusta, Excel, Efecte service management system, UniBuddy, Course offerings in the Studies Service, Flamma intranet, Lyyti, new University website (D9), Studyinfo, Zoom (FUNET Miitti)
Encompasses application guidelines, application and admissions procedures for bachelor’s, master’s and doctoral programmes, as well as requests for administrative review pertaining to admissions
Datasets: admissions to other education leading to a degree, application procedures for other education leading to a degree, degree programme admissions, degree programme application procedures
Information systems: Shelf, cabinet or safe, Vallu entrance examination system, REDCap, UHMA
Encompasses instructions for applying for the right to complete education not leading to a degree, instructions for applying to non-degree studies, professional specialisation education and training leading to formal qualifications and related admissions procedures, as well as related requests for administrative review
Datasets: admissions procedures for studies not leading to a degree, application procedures for studies not leading to a degree, basic applicant details, instructions and guidance for applying for the right to study, requests for administrative review pertaining to admissions
Information systems: Riihi document management system, P: drive, Studyinfo, Ulappa, E-lomake, new University website (D9), yliopistovalinnat.fi website, Efecte service management system
Encompasses the University’s system of student feedback in all stages of studies, including graduate employment.
Datasets: basic alumni details, basic student information, decisions related to student feedback, feedback on employment and career tracking, feedback on learning and the learning environment, feedback on learning and the learning environment provided by international students, feedback on teaching, finnish bachelor’s graduate survey
Information systems: Alumni Hub, Efecte service management system, Lyyti, M365: Teams, Mailchimp-uutiskirjealusta, Access database Master for access management, Dawa data warehouse, Riihi document management system, P: drive, UniHow survey, University of Helsinki course feedback
Encompasses information on the guidance and supervision of students’ academic work, including guidance and supervision related to courses, theses and research. The information pool comprises communication, advice, guidance, supervision and counselling. In this context, guidance and supervision refer to supporting the learning process of undergraduate and postgraduate students, and their development, training and growth into experts.
Datasets: information on advice for studying and studies (degree-related advice), information on guidance and advice for studying and studies (including psp guidance), information on organizing student tutoring, information on student advice, information on the monitoring of student progress (from the perspective of guidance), information on thesis supervision, opiskelijatuutoroinnin koulutusten järjestämisen tiedot, student guidance models, student guidance support materials for students, student guidance support materials for teachers
Information systems: Efecte service management system, Vihta-ajanvarausjärjestelmä, Sisu student information system, E-lomake, Ulappa, Riihi document management system, Instructions (under the Studies Service), Oodikone, Instructions for Teaching, Moodle, Lyyti, Flamma intranet
Encompasses international and domestic student mobility.
Datasets: basic student information, information on finnish student mobility (joo exchange scheme), information on international student mobility
Information systems: Access database Master for access management, Dawa data warehouse, Riihi document management system, Efecte service management system, E-lomake, P: drive, Sisu student information system, Beneficiary Module - Erasmus+ -ohjelmien raportointijärjestelmä, Mobility Online
Encompasses all teaching provided at the University.
Datasets: degree programme teaching programmes, language centre teaching programmes, other education leading to a degree, professional specialisation education, teaching attendance lists, teaching details, training leading to formal qualifications
Information systems: Flamma intranet workgroups, P: drive, Sisu student information system, new University website (D9), Riihi document management system, Moodle, Network drive or digital storage platform or similar
Encompasses the admissions criteria for the University’s student admissions
Datasets: admissions criteria for education leading to a degree and education not leading to a degree
Information systems: Riihi document management system
Encompasses documents pertaining to requests for administrative review submitted by students and the processing of the requests.
Datasets: documents pertaining to the processing of requests for administrative review
Information systems: Riihi document management system
Encompasses information on the management of rights to complete education leading to a degree
Datasets: applications pertaining to the right to study, basic student information, decisions on rights to study, study rights leading to a degree
Information systems: PDF form, Sisu student information system, E-lomake, Studyinfo, Access database Master for access management, Dawa data warehouse, Riihi document management system, Shelf, cabinet or safe, Oili
Encompasses information on the management rights to complete education not leading to a degree
Datasets: rights to complete studies not leading to a degree
Information systems: EduWeb
Encompasses information related to the monitoring of student progress needed for organising teaching, statistics and responding to student support requests.
Datasets: information on student progress (from the perspective of academic administration)
Information systems: Oodikone, Rapo, Sisu student information system
Encompasses information on the processing of suspected student offences and confirmed offences, as well on disciplinary measures (section 45 of the Universities Act) proposed and decided on as a result.
Datasets: information on the processing of student offences
Information systems: Riihi document management system, Sisu student information system
Encompasses information on project financial management
Datasets: basic details of employee, basic details of research projects, datasets collected during projects, datasets for the application stage, project accounting, dataset for support of project coordination, working hours and salary allocated to projects
Information systems: Access database Master for access management, Flamma intranet workgroups, SAP project management, P: drive, Riihi document management system, Research funders’ systems, SARA application system of the Research Council of Finland, SAP Finance, Flamma intranet, SAP HR, SAP working hour allocation
Encompasses all projects, including research and construction projects.
Datasets: basic details of construction project, basic details of development projects for operations and services, project risks and measures, basic details of research partners, basic details of research projects, basic details of researchers, decisions and memoranda of project owners and steering groups, project documents of development projects for operations and services, research project documents
Information systems: Project portfolio, SAP project management, P: drive, Riihi document management system, Research funders’ systems, SARA application system of the Research Council of Finland, SAP SuccessFactors Recruitment
Encompasses information on research data in long-term preservation.
Datasets: decisions on preservation, research data for permanent preservation
Information systems: Riihi document management system, Fairdata digital preservation service for research data
Encompasses datasets related to the allocation of resources for the doctoral school and doctoral programmes as well as to the support and monitoring of doctoral researchers.
Datasets: applications for finalising doctoral theses and related decisions, basic details of job applicants, datasets on doctoral researchers’ support and monitoring, decisions on the funding of the doctoral school, salaried positions at the doctoral school, travel grant applications and decisions at the doctoral school
Information systems: E-lomake, P: drive, Riihi document management system, SAP SuccessFactors Recruitment, Instructions (under the Studies Service), Thessa, Sisu student information system, SAP eRekry
Encompasses materials from research ethics committees, including requests for statements, agendas, minutes, and statements.
Datasets: basic details of researchers, datasets for handling alleged violations of the responsible conduct of research, ethics reviews
Information systems: Riihi document management system, P: drive, E-lomake
Encompasses research results in the form of citations and, in the case of publications, full texts as well. Includes information on the sources and processing of these data. The final reports of research projects are included in the information pool for projects.
Datasets: organisational information related to research, other scholarly activity (activities, awards, media), patents and invention disclosures, publications, research dataset metadata
Information systems: Datacloud, DMPTuuli, Organisaatiorekisteri, Pure (Tuhat), Sophia, Digi database, Doria publication archive service, electronic collection of legal deposits, E-thesis system for thesis assessment and preservation, HELDA, Online harvesting in the Finnish Web Archive, Aleph (Melinda), Finna VuFind, Fonte, Koha library system, library service platform Helka/Alma, Medic, Qvain, Research data metadata catalogues (administrator other than the University of Helsinki)
Encompasses information needed for managing the accounts payable: purchase invoices with status and outgoing payments
Datasets: accounts payable, basic details of suppliers, basic details of traveller, outgoing payments
Information systems: SAP for processing purchase invoices, SAP Finance, SAP Travel, Telia eCenter/CGI Laskuhotelli, Shelf, cabinet or safe, Contract register, Nomentia Payments
Encompasses all of the University’s agreements and the datasets they comprise. In addition, some of the agreements are described in other, relevant information pools. The aim has been to describe data processing measures in conjunction with these relevant capabilities (e.g., employment contracts in conjunction with the Workforce Relations Management capability).
Datasets: agreement with the ministry of education and culture, agreements for the organisation of traineeships, agreements of the facilities and properties sector, agreements on alumni cooperation, agreements on National Library digitising operations, agreements on regional and organisational cooperation, agreements on teacher and student exchange, agreements on the licensing of electronic datasets, agreements related to collection management, agreements related to cooperation, agreements related to donations, agreements related to employment, agreements related to exhibitions, agreements related to procurement for building equipment and furnishings, agreements related to public outreach services, agreements related to research infrastructures, agreements related to the conduct of research, agreements related to the Nagoya protocol (use of genetic resources; Luomus), agreements related to traineeships and on-the-job learning, business collaboration agreements, commitment to the terms and conditions of use of the university's it environment, contracting and planning agreements, cooperation agreements related to library operations, cooperation agreements related to research, cooperation agreements related to teaching, employment contract details and related documents, framework agreements, investment agreements, it cooperation agreements, other HR agreements, procurement agreements, procurement and service agreements related to facilities and properties, property agreements, rental agreements, service agreements, structural development agreements, tendered procurement (exceeding the procurement limits)
Information systems: Riihi document management system, P: drive, Contract register, Halti, Mobility Online, Proha, SAP HR, SAP project management, Kotka collection management system of the Finnish Biodiversity Information Facility, Access database Master for access management, Efecte service management system, Personec FV, Siilo digital archive, Cloudia, Enkora, M365: OneDrive
Encompasses both information on fixed assets and basic equipment details
Datasets: basic details of av equipment, basic details of cleaning equipment, basic details of employee, basic details of fitness equipment, basic details of individuals under an employment contract, basic details of it equipment, basic details of laboratory equipment, basic details of mobile device, basic details of transport equipment, basic details of work machinery, information on fixed assets
Information systems: Access database Master for access management, DMPTuuli, P: drive, SAP Finance
Encompasses information and datasets related to the planning, implementation and monitoring of campaigns as well as campaign reports.
Datasets: campaign monitoring data, campaign planning and implementation data, campaign reports
Information systems: Creamailer-uutiskirjealusta, Falco social media management system, Goin’, Google Ads, Google Analytics, P: drive, UniBuddy, Facebook, Instagram, LinkedIn, new University website (D9), Uni Material Bank, Gredi-kuvapankki, X (Twitter), YouTube
Encompasses datasets for cash management.
Datasets: account limits, cash forecasts, datasets that guide cash management, liquidity investments
Information systems: P: drive, Nomentia Payments, SAP Finance, Siilo digital archive, Riihi document management system
Encompasses customer information for fitness services as well as information related to the marketing and provision of the services
Datasets: basic details of consumer-customers for fitness services, basic details of corporate-customer for fitness services, customer feedback for fitness services, dataset on the marketing and the management of customer relationships in fitness services, information on the use of fitness services, information on work shifts, personal training programmes, virtual fitness services recordings
Information systems: Enkora, Mywellness, Surveypal UniSport, ActiveCampaign, Mailchimp-uutiskirjealusta, Visma, Nepton working hour monitoring, PT-Studio
Encompasses development and change needs associated with the development of operations and services.
Datasets: decisions and memoranda of project idea owners and the project portfolio steering group, development or change needs
Information systems: Project portfolio, Network drive or digital storage platform or similar, Riihi document management system
Encompasses information on donors and prospects as well as the communication between them and the University, donations, asset management and use as well as the systems used
Datasets: basic details of donors, basic details of prospect, communications between donors and the university, communications between prospective donors and the university, donors’ interests, information on the use and administration of donated funds and matched funds, lahjoittamisen periaatteet, marketing targeted at donors, queries and feedback by donors
Information systems: Lyyti, Mailchimp-uutiskirjealusta, O365: Outlook, P: drive, Salesforce, Riihi document management system, E-lomake, Ulappa, LinkedIn
Descriptions of the current status of and the vision for the enterprise architecture
Datasets: basic details of the owner of the enterprise architecture element, descriptions of the current state, descriptions of the target state
Information systems: Power BI, QPR Enterprise Architect, Riihi document management system
Encompasses datasets pertaining to different types of events at the University. The datasets have been grouped so that each event has, among other elements, a programme, participant details, budget and feedback.
Datasets: alumni event budgets, alumni event datasets, alumni event feedback, alumni event participants, basic details of alumni event, basic details of conference event, basic details of conferment event, basic details of graduation ceremony event, basic details of public examination event, basic details of stakeholder event, basic details of unit event, basic details of university-level event, conference event budgets, conference event datasets, conference event feedback, conference event organisation details, conference event participants, conference event participation fees, conferment event budgets, conferment event datasets, conferment event feedback, conferment event participants, conferment event participation fees, graduation ceremony event budgets, graduation ceremony event datasets, graduation ceremony event participants, public event budgets, public event feedback, public event organisation details, public event participants, public examination event budgets, stakeholder event budgets, stakeholder event datasets, stakeholder event feedback, stakeholder event participants, unit event budgets, unit event datasets, unit event feedback, unit event participants, university-level event datasets, university-level event feedback, university-level event participants
Information systems: Alumni Hub, Flamma intranet, Luomus SharePoint, Opencast (Unitube back-end system), P: drive, YouTube, E-lomake, Lyyti, M365: Teams, new University website (D9), Plandisc, Salesforce, Zoom (FUNET Miitti), Riihi document management system, SAP budgeting (BPC), SAP Finance, Hailer, Ceepos web payment solution, Siilo digital archive, M365: Forms, Efecte service management system, Mailchimp-uutiskirjealusta, Optime, Facebook, Icareus, Flamma intranet workgroups
Encompasses information generated by budgeting, forecasting and analysis processes that support the University’s financial situation and strategic plan.
Datasets: actual financial figures, forecasts and budgets
Information systems: SAP Finance, SAP project management, SAP working hour allocation, P: drive, SAP budgeting (BPC)
Encompasses the focus areas for the development of the human resources structure and human resources planning.
Datasets: dataset for human resources planning, dataset for the focus areas for the development of the human resources structure
Information systems: Suunta, P: drive
Encompasses information and documents pertaining to the implementation of the University’s information services. Information and documents transmitted to clients through the information services are described under the relevant sections.
Datasets: documents pertaining to information services in accordance with the act on the openness of government activities
Information systems: Efecte service management system, Riihi document management system
Encompasses documentation pertaining to internal auditing (annual plans, annual reports, audit plans, audit reports, monitoring reports)
Datasets: internal audit details
Information systems: Riihi document management system
Encompasses information on library customer services. Encompasses datasets related to the use of library materials, printed materials in particular. The datasets concern rules pertaining to the use of printed material, the use of printed material as well as customer contacts related to use and customer feedback collected in various ways.
Datasets: basic library user details, customer and loan register of the national library, customer register of helsinki university library, documents pertaining to interlibrary loan services, documents pertaining to loan collection, granted permissions to use material, information on on-site transactions at the national library, information on the library’s customer contacts, information on the library’s customer contacts, instructions pertaining to use (library), library feedback surveys, library statistical data, national library’s usage rules and instructions, usage rules (library), user surveys
Information systems: Koha library system, Finna VuFind, library service platform Helka/Alma, Efecte service management system, SAP Finance, Webkake interlibrary loan service system, P: drive, new University website (D9), E-lomake, National Library KITT2, National Library website
Encompasses reports for market research
Datasets: market research reports
Information systems: Creamailer-uutiskirjealusta, P: drive
Encompasses sales reports submitted by contract suppliers
Datasets: business reports on merchandising
Information systems: P: drive
Encompasses information on the University’s payment traffic
Datasets: access rights related to payments, incoming and outgoing payment traffic
Information systems: Nomentia Payments, SAP Finance, Siilo digital archive, Siilo
Information pertaining to the implementation of the University’s strategic plan and the monitoring of operations (some of these documents are secret in accordance with subsection 17, section 24, Act on the Openness of Government Activities, 621/1999)
Datasets: agreement with the ministry of education and culture, implementation plans of the university, monitoring and assessment of the strategic plan, plans elaborating on the strategic plan and implementation plans, strategic plans of the university, university reports on operations
Information systems: Riihi document management system, Suunta, Flamma intranet workgroups, M365: OneDrive, P: drive, Clausion FPM, new University website (D9), Rapo, SAP Finance
Encompasses datasets related to competitive tendering and procurement. The distribution of duties with the accounts payable team is based on the notion that orders are included in the information pool for procurement, but the invoices generated on the basis of orders are the responsibility of the accounts payable team.
Datasets: basic details of orderers, basic details of suppliers, direct-award decisions, order details, procurement guidelines, product and service packages for computers and equipment, streamlined tendering of computers and equipment, tendered procurement (exceeding the procurement limits), tendering for low-value procurement (below the procurement limits)
Information systems: Contract register, Cloudia, Riihi document management system, Efecte service management system, SAP Finance, SAP Travel, Onify, SAP for processing purchase invoices, Telia eCenter/CGI Laskuhotelli, SAP equipment register, P: drive, Flamma intranet, M365: OneDrive
Encompasses information on project financial management
Datasets: basic details of employee, basic details of research projects, datasets collected during projects, datasets for the application stage, project accounting, projektikoordinaation tuen tietoaineisto, working hours and salary allocated to projects
Information systems: Access database Master for access management, Flamma intranet workgroups, SAP project management, P: drive, Riihi document management system, Research funders’ systems, SARA application system of the Research Council of Finland, SAP Finance, Flamma intranet, SAP HR, SAP working hour allocation
Encompasses all projects, including research and construction projects.
Datasets: basic details of construction project, basic details of development projects for operations and services, project risks and measures, basic details of research partners, basic details of research projects, basic details of researchers, decisions and memoranda of project owners and steering groups, project documents of development projects for operations and services, research project documents
Information systems: Project portfolio, SAP project management, P: drive, Riihi document management system, Research funders’ systems, SARA application system of the Research Council of Finland, SAP SuccessFactors Recruitment
Encompasses assessment reports and information related to the supervision of quality management
Datasets: quality management assessment reports, quality management supervision
Information systems: Flamma intranet, Flamma intranet workgroups, M365: OneDrive, P: drive, Status report form, Riihi document management system
Encompasses information related to job application and recruitment.
Datasets: basic details of job applicants, entries on pre-employment health examinations, recruitment information for leadership, specialist and support services staff, recruitment information for teaching and research staff
Information systems: SAP HR, P: drive, SAP SuccessFactors Recruitment, Riihi document management system, Shelf, cabinet or safe, E-lomake, SAP eRekry, Aleph (Melinda), Digi database, Doria publication archive service, Finna VuFind, Fonte, HELDA, Koha library system, library service platform Helka/Alma, Medic, Pure (Tuhat), Research funders’ systems
Encompasses information on employees, fee recipients and grant recipients as well as information related to the payment of salaries
Datasets: basic details of employee, basic details of fee recipient, basic details of grant recipient, information on payments to grant recipients, information on salary payments to employees, information on salary payments to fee recipients, information on the management of salary payments
Information systems: Access database Master for access management, Personec FV, Tax Administration systems, E-services of the Farmers’ Social Insurance Institution, P: drive, Shelf, cabinet or safe, SAP HR, national incomes register of the Tax Administration, E-services of the Social Insurance Institution of Finland, YPJ salary system of Finnish universities (Suffeli and SAP Fiori), Siilo digital archive
Encompasses information on sales invoicing, the management of accounts receivable and the collection of receivables
Datasets: cash, collection, incoming payments, online payment transactions, receivables, sales invoicing
Information systems: Ceepos cash register system, SAP Finance, Nomentia Finance, Nomentia Payments, Ceepos web payment solution, Lyyti, Paytrail, Enkora, iLab Core Facility Management, Optime, Provet, SAP invoicing for the Research Council of Finland , Telia eCenter/CGI Laskuhotelli
Encompasses identification of staff career paths, skills development, orientation, staff training, mentoring and coaching
Datasets: henkilökohtaisen osaamisen kehittämisen suunnittelun, toteutuksen ja arvioinnin tiedot, orientation materials, osaamisen kehittämisen kokonaisuuden strategisen ja operatiivisen suunnittelun sekä arvioinin tiedot, osaamisen kehittämisen toimenpiteiden suunnittelun, toteutuksen ja arvioinnin tiedot, planning information on orientation, ryhmätasoisen osaamisen kehittämisen suunnittelun, toteutuksen ja arvioinnin tiedot
Information systems: Suffeli - Tavoite- ja kehityskeskustelut, Suffeli Learning - Koulutusten hallinta ja perehdytykset, Flamma intranet
Encompasses documentation spanning the entire lifecycle of application development and maintenance
Datasets: application development guidelines, application documentation, application-related error observations, information on the management of agile development tasks, open source code, requirements and requirement specifications, source codes, technical plans, test cases and results
Information systems: Confluence wiki, Design system, Flamma intranet workgroups, P: drive, Kiwi.fi wiki platform (National Library), M365: Teams, Shelf, cabinet or safe, JIRA, Slack (IT Centre shared), Slack (software engineering), Slack instant messaging (National Library of Finland), Trello, GitHub (IT Centre), GitHub (National Library of Finland), GitHub (Teaching and Learning Services), GOGS version management software, Graveyard (National Library), version.helsinki.fi
Encompasses datasets related to taxation, including declarations submitted to the Tax Administration
Datasets: documents received from the tax administration, submissions to the tax administration and the tax account, university property information
Information systems: P: drive, SAP Finance, SAP for processing purchase invoices, Tax Administration systems, Personec FV, SAP Travel, Facility register (Optimaze.net)
Encompasses the data and documents pertaining to the management of the collections of Helsinki University Museum Flame and the Finnish Museum of Natural History Luomus.
Datasets: data management documents of Helsinki University Museum Flame, data on the file downloads of Luomus observation/sample datasets, early warnings on alien species observations, information on the collections of Helsinki University Museum Flame, information on the national natural history collections, lists of metadata for the collections and biodiversity data of the natural science collections, Luomus data management documents, permits required by the nature conservation act and the animal welfare act, publications of the Finnish biodiversity information facility, ringing permits, species observation datasets
Information systems: Collecte collection management system, Kotka collection management system of the Finnish Biodiversity Information Facility, O365: Outlook, CSC server, P: drive, Shelf, cabinet or safe, info.laji.fi website of the Finnish Biodiversity Information Facility, Tipu ringing database, Vihko observation data system of the Finnish Biodiversity Information Facility
Encompasses the principles, plans and implementation details of co-operation as well as information pertaining to union representative activities.
Datasets: basic details of union representative, information on co-operation, information on the union representative organisation
Information systems: Riihi document management system, P: drive, Siilo
Encompasses information on work-related travel by University staff, visitors and members of the University community not employed by the University: destinations and costs of trips, travel booking details and traveller profiles as well as statistical and risk management data
Datasets: basic details of traveller, staff insurance, travel details, travel instructions, travel requests and travel expense reports
Information systems: P: drive, Riihi document management system, CWT Portal, Flamma intranet, SAP Finance, SAP Travel
The University has three core duties: scholarly research, research-based teaching and public engagement.
Its operations are divided into 11 faculties and nine independent institutes. In addition, the University of Helsinki has special national duties, including the operations of the Centre for Consumer Society Research and the Veterinary Teaching Hospital, teaching in languages rare in Finland, and Swedish-language teaching in the social sciences. Of the national special duties, the preservation of Finland’s printed national heritage takes place at the National Library of Finland, which is an independent institute of the University. Similarly, the Finnish Museum of Natural History is an independent institute responsible for the national natural history collection. In addition, a number of different research units and two teacher training schools operate as part of or under the auspices of the University.
Read more about the faculties and units of the University.
Read more about the University’s special duties.
Our data pools are generated through the implementation of these duties, and the content of documents reflects the operations of our faculties and our processes.
Established under the reign of Queen Christina in Turku on 26 March 1640, the University of Helsinki is the oldest university in Finland. We have served Finnish society as part of the Kingdom of Sweden and the Russian Empire, and have continued to do so during Finland’s independence, with our name and location changing over the years. The University’s history is divided into three main stages:
The Royal Academy of Turku was one of the four national universities in Sweden during the country’s period as a great power.
When Finland was incorporated into the Russian Empire in 1809, the institution was named the Imperial Academy of Turku. In 1828, the institution was relocated to Helsinki, at which point it was renamed as the Imperial Alexander University.
The third stage in the history of the University began with Finland gaining its independence. The name of the University was changed to the University of Helsinki in 1919.
Read more about the history of the University of Helsinki.
Throughout its nearly 400-year history, documents and information have been accumulated in the University’s archives and information systems.
You can explore the archive content with the help of inventories in the Arkki 1640 database, where you can also submit requests for information on catalogued documents. You can search for the archives you need by browsing the list of archive names. The search feature enables the use of free-text searches, or searches based on the name of the archive or the administrative sector.
Documents are transferred from units to the University’s archives every five to ten years. The frequency of transfer is affected, among other factors, by facility issues and organisational changes. This is why some of the documents from 2010 to 2021 have not yet been archived by the units processing them. If you cannot find the information you are looking for in the Arkki 1640 database, please submit your request for information to the Archives and Registry at hy-arkki@helsinki.fi or call +358 2941 22390.
Electronic document management at the University began when the Notes record was introduced in 1995, after which it was redesigned and its use expanded in 2003. In addition, the registering of contracts in the contract register began in 2006. Contracts can be browsed in the register, for example, according to topic and party.
The electronic administrative archive (HASA) was introduced in 2011. Since then, its content, including the Notes record, has been transferred to Siilo, an electronic archive in use since 2017. In Siilo, information can be browsed by individual archive, and documents can be searched through free-text search and with the help of metadata indexed by dataset.
The registering of documents in Riihi, the University’s current document management system, began in October 2016. In the system, information can be accessed, for example, by topic, position or time of initiation. Requests for information pertaining to public documents registered in the document management system should be emailed to the Registry at registry@helsinki.fi or by calling +358 2941 22222.
Any questions? Please send email to the Archives and Registry team at registry@helsinki.fi or call +358 2941 22222.
Requests to review personal data in accordance with data protection legislation: For instructions, see here.