Storage Usage Instructions for Service Personnel

1. IT Onboarding: Familiarize yourself with the IT service guidelines to understand how to utilize the tools and services provided by the university. Aalto University offers comprehensive IT services: IT Services for Staff | Aalto University
    
   • The processing of all personal data and archived documents must comply with GDPR and other applicable data protection regulations. Ensure that file storage and usage are secure and comply with legal requirements.
   • Always use university-provided security tools to protect data and adhere to security inventories.
   • Certain documents, such as accounting records, must be retained for the legally required period. Ensure these documents are stored properly according to TOS guidelines.
   • Remember to regularly update your knowledge and practices according to the latest guidelines to ensure secure and legally compliant data management. 
      
2. Archiving in SAHA System or Network Drive
   • Archiving is conducted in SAHA system or the network drive according to the guidelines defined in the File Management Plan (TOS). Usage instructions for the SAHA system can be found at: Electronic Document Management SAHA.
   • TOS defines how file management and archiving should be conducted, including the duration of file retention and practices.
      
3. Reporting
   • Perform required reports accurately and according to the schedule.
   • Always use the correct source data and ensure its accuracy and reliability.
      
4. Tool Data
   • Understand how data is processed and stored within different tools.
   • Read more about this in the Comparison of collaboration tools and choose the most suitable tools for collaboration, based on security and flexibility.
      
5. Offboarding: Proper management of files and personal data is crucial to comply with laws and university policies. Review the Offboarding checklist | Aalto University to ensure all necessary actions are completed at the end of your employment.