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Records Management Plan TOS

IN EDITING Aalto University Records Management Plan (tiedonohjaussuunnitelma) TOS is a set of guidelines for registration, handling, and retention of Aalto University's documents and comparable data. The Records Management Plan contains detailed information on handling, registration, publicity and retention of University's documents and data.

The Records Management Plan meets the requirements set for officials by the Archives Act (831/1994) for an archive formation plan and also guides information that is stored in the University's electronic document and records management system (SAHA), while ensuring that the retention schedule is in accordance with good data management practice (Act on the Openness of Government Activities 621/1999).

Maintenance of the Records Management Plan is responsibility of the University's records management services. The Records Management Plan has been prepared together with the University's service organisations and process owners and any changes are agreed in cooperation with the owners of the processes.

The services are responsible for the retention of their own materials in a manner consistent with the Records Management Plan - either data stored in operative systems or documents stored in SAHA/other system indicated in TOS. Services are also responsible for delivering documents to the University Registry Office ([email protected]to.fi) to be stored in SAHA for long term or permanently.

Under a decision made by the Provost on 9 February 2016 the Aalto University Records Management Plan is applied retroactively to all material collected in accordance with the Records Management Plan from 1 January 2010 and to the extent that it is applicable, also to materials of the founding universities.

**00. Strategy, management, and operative activities of Aalto University**
Item group	Contents	Item group number
Legislative guidance and administrative governmental information		00.00
Strategic planning, goals	Strategy, planning and operational goals, preparation of strategic measures, strategy discussions, negotiations between Aalto and MEC, granting funding	00.01
Operative planning and resourcing	Economic planning and monitoring university activities, applying for special grants and awards for the university's operative activities	00.01.02
Organisational changes	Deciding on the founding, shutting down, changing, and changing the name of the University, its schools, and other units, activities, or their equivalent.	00.01.03
Operational evaluations	Annual report and closing of the accounts, following the strategy implementation, statistics, internal and external evaluations and accreditations, international rankings, the quality system, feedback from MEC.	00.01.05
University rules, directions, and instructions	The constitution of the Aalto University Foundation, by-laws and regulations, instructions and regulations of the various services: learning services, research services, HR, finances, ITS and others.	00.01.06
University cooperation and agreements	University cooperation and agreements. Includes cooperative agreements.	00.01.07
Societal activities	Giving statements, representing the University in cooperative bodies	00.01.08
Delegation of powers	Delegating the powers of the University and its schools, organising elections, selection and composition of the bodies, signature and approval practices	00.02
University level bodies' decision-making		00.03
School and departmental level bodies' decision-making		00.04

**01. Organizing university’s joint services**
Item group	Contents	Item group number
HR services	Agreeing on collective terms, establishment of positions, recruiting, releasing of positions, advancement on academic careers, academic honorary titles, payroll, travelling, occupational health care, occupational well-being, occupational safety, rewarding, staff training, equality issues, exchange programs of teachers and researchers, shop steward activity	01.00
Financial services	Taxes, accounting, procurement, insuring, funds and awarding grants	01.01
Legal issues	Criminal cases, controversial issues, administrative law cases, labor law, complaints, diciplinary cases, checking of registers, requests for information, data protection breaches	01.02
Campus and real estate services	Emergency planning and fire safety, managing real estate assets, building use, campus planning	01.03
IT services	Enterprise architecture, information security	01.04
Communications, marketing and event services	Brand development including university’s trademarks, internal and external communication, web communication, organizing events and happenings, agreement on audio-visual material use	01.05
Collections and publication activities	Library services, publication activities, records management and permanently stored archival and object collections	01.06
Enhancement and maintenance of alumni relations		01.07

**02. Student services**
Item group	Contents	Item group number
Student admission	Grounds and criteria, applying, entrance examinations, student admission, changes on rights to study and credit transfer	02.00
Planning of teaching, student guidance and social aspects of students	Teaching schedule and planning, planning of student’s studies, student and career psychologist services, corporate events for students, student union affairs, reports concerning student misconduct	02.01
Organizing of teaching and credits	Enrolling and participation, credits, rectification process, teaching materials, credit transfer	02.02
Degree awarding and other diplomas	Thesis and dissertation guidance and approval, rectification process, degrees awarded	02.03
Student financial aid	Tuition fees and other fees concerning studying	02.04
Projects and agreements concerning education ja university cooperation	Domestic and international cooperation on education and university student affairs, paid fixed education, education and learning projects, student projects, immaterial rights concerning teaching materials	02.05
Violations of responsible conduct of research		02.06
Organizing of student mobility and internships	Student exchange programs, domestic and international internships	02.07
Student affairs questionnaires and statistics		02.08
Continuous learning	Endorsed continuous learning, vocational qualification, pedagogical university training	02.09

**03. Research and innovation services**
Item group	Contents	Item group number
Research support services activities	Joint-funded research, contract research, research cooperation	03.01
Innovation services	Intellectual property rights, trademarks, entrepreneurship services	03.02
Business collaboration	Partnership support	03.03
Ethical review of research		03.04

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Published: 19.3.2018
Updated: 12.5.2022

Records Management Plan TOS

00. Strategy, management, and operative activities of Aalto University

01. Organizing university’s joint services

02. Student services

03. Research and innovation services

Archive and Registry Services