Documents are registered according to items: a new item is created for each handling process in the electronic records management system and each item has its unique identifier (reference number). All documents related to the same item are registered under the same reference number.
Aalto University reference number, i.e. item, consists of consecutive number, number of the item group and the year of initiation.
The registered item groups are listed in the Aalto University’s Records Management Plan (tiedonohjaussuunnitelma TOS). For more information please contact the Registry.
The reference number is requested from the Registry by e-mail. Essential information related to the item is mentioned in the email (for example title of the document and possible additional information on the content of the document), related school (or unit) and the preparer of the item.
Annual reference numbers are created for the schools for some item groups. These reference numbers are provided to the school’s head of service in question.
Recording implements the principle of public access while ensuring that the information can be found. The Act on the Openness of Government Activities 621/1999 requires officials to “maintain an index of any matters submitted and taken up for consideration and any matters considered and decided, or otherwise ensure that the public documents can be easily located”.
Documents created with the Administrative Decisions Form and documents signed with Aalto Sign are recorded automatically to SAHA. Documents prepared in other ways are sent to the Registry by email. If for a specific reason the document is retained also on paper, document is sent to the registry to be archived (P.O. Box 11000).
Email: [email protected]
Visiting address: Otakaari 1 B, Espoo
Mailing address: Aalto University, Registry, P.O. Box 11000, 00076 AALTO
Records Management Services is responsible for a wide range of services related to the university's information and cultural heritage, as well as the operations of Registry and Archives Services. Our goal is to promote digitalisation of university's knowledge and to ensure the usability and accessibility of the information preserved for long-term or permanently.
Aalto University Archives is an archive service open to all researchers. The mission of the Archives is to preserve and maintain the university's scientific, artistic and administrative cultural heritage and to promote research based on it.
Aalto University uses an electronic signing service Aalto Sign. All university employees can send documents for signing through the service, and all Aalto employees as well as anyone outside Aalto University can sign documents sent from the service. The service is provided by Sarake Oy.
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.