The Records Management Plan meets the requirements set for officials by the Archive 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 the responsibility of the University's document 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 basically responsible for the retention of their own materials in a manner consistent with the Records Management Plan (either in the system or on paper) and for the delivery to the university's central archives of paper documents to be preserved in the 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.
The Records Management Plan according to the service structure
The Aalto University Records Management Plan below (see appendix) has been divided into parts in accordance with the university's service structure. Behind the links you can find the updated Records Management Plan part for each service or process (updated 27 September 2017).
In the Records Management Plan you can find the documents or information emerging from the process divided hierarchically, as well as their:
- Retention schedules, which may have been given using the abbreviations voa = ‘validity period’, op = ‘through the end of studies’, or sp = ‘for permanent retention’, in addition to year information.
- Openness information set by legislation: Public (Julkinen), OS = ‘partly confidential’ and S = ‘confidential’. The information has been expanded with the section of the legislation on which the confidentiality is based and with the period of secrecy.
- Personal data aspect (H = contains personal data)
- The registration system (= the system into which the information has been stored)
- Further information, or detailed information on the openness, retention schedules, or archiving of the set of documents
Further information on the use and the putting of the Records Management Plan into practice is given by document management services at the address [email protected]
00. Strategy, management, and operative activities of Aalto University
The group is divided into two parts. The first part contains:
- Legislative guidance and administrative governmental information from outside the University.
- Drafting a strategy, planning and goals of operations, preparation of strategic measures, strategy discussions, negotiations between Aalto and the Ministry of Education and Culture, and granting funding.
- Operative planning and resourcing: economic planning and monitoring of the university, applying for special grants and awards for the university's operative activities.
- 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.
- Implementation, reporting, and anticipation: the annual report and closing of the accounts, following up on the implementation of strategy, overall statistics at the University.
- The activation and constant improvement of operations: internal and external evaluations and accreditations of the University, international rankings, the quality system, feedback from the Ministry of Education and Culture.
- 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, HR, finances, IT, others.
- University cooperation and agreements. Includes cooperative agreements.
- Societal activities: giving statements, representing the University in cooperative bodies.
- Delegation of powers: Delegating the powers of the University and its schools, organising elections, selection and composition of the bodies, signature and approval practices.
The second part includes the groups Protocol form decision-making of the university level and the schools. These include the university level bodies, the organs of the schools, and other organs.
01. Organising the shared basic services of the University
- HR services: recruitment, academic titles, academic career advancement, management of service relationships, payment of wages and salaries, travel, occupational health care, work welfare services, occupational safety, recognitions, personnel education, co-determination talks, equality, exchange programmes for teachers and researchers, shop steward activities.
- Economic services: taxes, bookkeeping, property management, procurements, insurance, funds, and distribution of grants.
- Legal affairs
- Real estate operations and facility services, readiness planning and fire safety, property and building information, use and maintenance of buildings, construction, campus planning, vehicles.
- IT services: Overall architecture at the university, data security matters, permits and passwords, description of IT services, IT projects.
- Communications: Matters related to establishing a brand, the University's own trademarks, internal and external communications, organising events and happenings, including conferment of degrees.
- Information services: library services, including publication activities, document management services.
- Alumni relations
02. Learning Services
Learning Services are a broad whole including all activities contained in the service. In addition to the whole, two separate extracts have been taken from Learning Services on topics whose archiving and retention schdules have brought a noticeably large number of inquiries. These are student selection and organisation of teaching.
The wholes included in the Learning Services information management plan (see appendix):
- Student selections: criteria, applying, approval, changes in study rights, credit transfer.
- Study planning, student guidance and social issues related to studies: scheduling of studies, planning of studies, student's planning of studies, services of a study psychologist and career psychologists, corporate events for students, student union matters, investigations into improper behaviour of a student.
- Organisation of teaching: Registration, participation, study achievements, appeals process, teaching materials.
- Granting degrees and other certificates: supervising the writing of theses, approval, and the appeals process for studies and theses, granted certificates.
- Student financial aid.
- Tuition fees.
- Education and university cooperation projects and agreements: domestic and international cooperation in study matters (instructions currently being expanded).
- Processing of suspected violations of good scientific practice.
- Arranging student mobility and traineeships: student exchange programmes, domestic and international traineeships.
- Inquiries and compiling statistics.
- Continuing education: supported continuing education, labour market education, university pedagogical education.
03. Research and Innovation Services
- Applying for funding
- Fee-based services
- Inventions and patents
- Trademarks
- Entrepreneurship services and coaching
- Technology transfers and licensing
