Document disclosure description
DESCRIPTION OF THE PUBLIC ACCESS TO DOCUMENTS OF THE MUNICIPALITY OF SIILINJÄRVI
1. Purpose of the description
The Data Management Act (906/2019) obliges data management units to draw up and maintain a description of the data resources and registers they manage. Siilinjärvi Municipality is an information management unit within the meaning of the Act.
The purpose of the public document description is to implement the principle of publicity and to help citizens to make requests for information about documents, and to give an overview of how the information and case management of the municipality of Siilinjärvi is structured. This makes it easier to identify and search for the information requested. The description also helps to understand the type of information material generated by the municipality’s activities.
2. Making requests for information
Under the Publicity Act (621/1999), everyone has the right to be informed of a public document held by a public authority. Interested parties, or those whose interests or rights are otherwise affected by the handling of a case, also have the right to access to a confidential document, subject to certain restrictions (publicity of parties, Section 11 of the Publicity Act). It is at the discretion of the authority to disclose a document drawn up solely for the internal work of the authority or a document which has not yet become public for one of the reasons mentioned in the Publicity Act. Requests for information on Siilinjärvi Municipality’s documents are primarily directed by e-mail to kirjaamo@siilinjarvi.fi. Alternatively, requests for information can also be made by letter to Siilinjärvi Municipality / Registry Office, P.O. Box 5, 71801 Siilin-järvi, by telephone to the Information Management Specialist (tel. 0447401215), or by visiting the Municipal Office during its opening hours.
As far as possible, the request for information should specify as precisely as possible what kind of information is sought or what document is concerned. For example, the title of the document or the date of its creation should be mentioned, if known. This will speed up the processing of the case.
If the request concerns a public document, the person requesting the information does not normally have to state the purpose of the request or prove his or her identity. If the request for information concerns confidential information, the applicant must be able to reliably prove that he or she has a legal right to access the information in question. Otherwise, the municipality may not provide the information.
Requests for information must by law be processed by the authority within two weeks in normal cases. If, on the other hand, the execution of a request for information or other resolution of the case shows that it requires special measures or a greater workload than usual, the case must be resolved within one month at the latest. These time limits apply to both public and confidential information. In the case of requests for information requiring more work than normal, the public authority is also entitled to charge a fee for processing the case and, in any case, if the information is requested in hard copy, a fee is payable. No fee is charged for documents sent by electronic means, for oral communications and for on-the-spot access to documents. If the information or document requested cannot be provided for reasons of confidentiality or for any other reason, the person requesting the information has the right to obtain an appealable decision of the official and a statement of reasons (Publicity Act, Section 14). 2(3)
3. Information available through the open interface
Only published decisions of officials, documents of meetings of institutions, notices and other documents published to the public by law (e.g. administrative regulations and budgets) are available on the municipal website or through the municipal website in the publication system. For other documents, a separate request for information must be made.
Links:
Public minutes and agendas: Dynastyinformation service : Siilinjärvi municipality
Decisions of the Authorising Officers: https://www.siilinjarvi.fi/viranhaltijapaatokset/
Announcements: Dynastyinformation service : Siilinjärvi municipality
Strategy and rules: https://www.siilinjarvi.fi/minun-siilinjarvi/minun-siilinjarvi-2/strategia/
4. Information systems and case registers
The municipality’s main system for processing and recording matters and documents is the case management system Dynasty10. All administrative matters of the municipality are recorded in this system, as well as a large part of customer and personnel matters. Some customer matters, such as social and health services and school pupil matters, have their own separate systems in which these matters and the information they generate are recorded. Similarly, routine human resources management issues such as leave and leave of absence are recorded in a separate system. All these systems also process personal data and therefore constitute their own personal registers.
When a case is entered in the case management system, it is given a slide number, which is also shown in the registration data of the documents entered for the case. In this way, a list of cases and documents to be dealt with is created, i.e. a slidebar, separately for public and confidential cases. Only information entered in the public file may be disclosed to the public, unless the requesting party is a party to the case or another competent authority (Articles 9 to 13, 28 to 30 of the Publicity Act).
5. Data resources
The data generated or processed in municipal activities form so-called data warehouses, i.e. sets of data from similar processes. The division is largely theoretical, as data from the same data warehouse may be scattered across different information systems and paper archives. All repositories contain personal data and may contain both public and confidential data.
The information resources of the municipality of Siilinjärvi are:
Administrative data: data needed for internal administrative processes; data generated by the cooperation activities of municipalities and municipalities with different organisations; data on persons and bodies of trust. Information on the municipalities and other international activities. 3(3)
Personnel data: data generated or processed by HR processes (e.g. job applications and recruitment decisions, leave and leave of absence, etc.).
Financial data: data generated or processed by the municipality’s financial management processes (e.g. accounting records, data on the collection of payments, financial planning documents).
Safety data: information on operational processes related to civil defence, rescue and other public safety (call-outs, contingency planning, contracts with rescue services, etc.).
Traffic information: information on the planning and organisation of transport in the municipality and at regional level (traffic planning, parking regulations, etc.).
Real estate, construction and housing data: data related to building control, municipal construction, planning and maintenance of public areas, acquisition and transfer of land, maintenance of municipal property and other technical processes.
Environmental data: data generated and processed in environmental protection and environmental health processes (e.g. environmental permits, inspection documents, notifications, etc.).
Education, culture and sport data: data generated and processed by education, culture and sport processes (student data, library customer data, sports facilities booking data, planning of cultural events, etc.).
Research data: applications for research authorisations and related decisions.
Information management and communication data: data related to the municipality’s own archiving, document management, ICT management and other information management, advertising and communication (archive lists, information management plan, information management model, system lists, equipment lists, brochures, the municipality’s own advertising material, etc.).
Vitality data: data related to the processes of promoting the vitality of the municipality (decisions related to business promotion, information on employment services, etc.).
Social and health services data: data related to the planning and organisation of social and health services (patient and client data, contracts with other service providers, etc.).