Records Management and Archives Formation Plan
The Finnish Act on the Openness of Government Activities (621/1999) stipulates that in order to create and realise good practice on information management, the authorities shall see to the appropriate availability, usability, protection, integrity and other matters of quality pertaining to documents and information management systems. This regulation also applies to Finnish universities and hence to the Finnish Social Science Data Archive (FSD), although neither are public authorities. To fulfil these requirements, FSD has compiled this annually revised Records Management and Archives Formation Plan.
Responsibilities of FSD
FSD is a national service resource for scientific research and teaching. Its operations are funded by the Ministry of Education and Culture. Founded in 1999, FSD operates under the University of Tampere as a separate unit.
Section 5 of the Regulations of the University of Tampere, effective from 1 November 2011, describes the responsibilities of FSD: The Finnish Social Science Data Archive (FSD) serves research and teaching on the national level. FSD archives digital research data from Finland and abroad and disseminates it for research, teaching and learning purposes.
Contents of the Records Management and Archives Formation Plan
FSD’s administrative documents are managed in accordance with the archives formation plan of the University of Tampere. All administrative documents that are stored by FSD permanently, either in accordance with the University’s archives formation plan or by FSD’s own decision, are listed in the Document Catalogue (Appendix 5).
This Records Management and Archive Formation Plan is the highest-ranking directive concerning FSD’s operations and services. It is supplemented by an internal manual.
The Records Management and Archives Formation Plan first describes how current legislation is taken into account in data management and what are FSD’s data acquisition and selection principles. Next, it reviews FSD’s work process as well the documents and document series that are processed and produced at different stages of this process. The last part of the Plan focuses on the Archive's data systems, data security and confidentiality measures and practices.
- Compliance with legislation
- Data acquisition and selection criteria
- FSD's work process
- Information systems and data security
- Collection thus far and anticipated accumulation
- Continuity plan
The executive responsibility for records management lies with the Director of FSD. The IT Services Manager is responsible for data security and the preservation, conversion and any disposal of digital data. The Information Services Manager is responsible for archiving the hard copies of contracts and agreements that are related to the archiving and reuse of data. The responsibility for removal of personal information from research data lies with the Development Manager and the IT Services Manager. The removal must comply with the Ministry of Finance guidelines on the removal of classified data (in Finnish). Responsibilities concerning specific documents are defined in more detail in Appendix 1.