Privacy Statement – Electronic Archiving
Privacy Statement – Electronic Archiving
Update 28.8.2025
1 Name of the register
Case Management Electronic Archive
2 Controller
Jamk University of Applied Sciences
P.O. Box 207
FI-40101 Jyväskylä, Finland
3 Contact person in matters concerning the register, contact information during office hours
• Director in charge of the register: Director of Administration
• Administrators: Case Management Specialist and Systems Specialist
firstname.surname[a]jamk.fi
4 Purpose of the processing of personal data
The case management electronic archive acts as a registry for archivable official affairs and documents of Jamk and as an electronical archive solution for documental information. The system enables controlled preservation, managing information request services, destruction of information with storage time expired as well as possible data transfers to national archive solutions for documental information and metadata concerning it. The system acts as a storage location for permanent and temporary documentary data at the passive and archive phases of their lifecycle according to the information management plan.
5 Data contents of the register
The register records only the relevant personal data, the recording of which is necessary to deal with the case. The register contains metadata, processing steps and issues related to the issues of official affairs and related documents defined in the information management plan and document files.
- Mandator who may be a natural person (address information, email address, student number)
- The document may contain personal data that has been transmitted / requested when processing the file
- The document may contain sensitive personal information, in which case the documents are confidential
The access rights are assigned to the staff who process archived documental information, of which the following information is stored:
- Name
- Title
- e-mail address
- Responsible department
6 Legal bases for processing personal data
The controller’s legal obligation and a task carried out in the public interest or the exercise of public authority.
7 Regular information sources
Information is obtained directly from the mandator and from various support services
8 Regular information disclose and information transfer outside the EU or the European Economic Area
Information is not regularly rendered to third parties. Data is not transmitted outside the EU or EEA, or international organizations.
9 Register protection principles
Only secure network connectivity can be accessed. All servers are located in locked and access-controlled data centers of the system provider. Access to servers is only allowed for administrators. The system requires a personal username and password.
10 Retention period or criteria for determining
Documents and registers are stored in accordance with the Jamk information management plan, and the data has specified retention periods.
(Decision of the National Archives of Finland AL/20757/07.01.01.03.02/2016 )
11 Automatic decision-making/profiling
Automated profiling related to personal data is not conducted.
12 Rights of the Data Subject
The Act on Openness of Government Activities provides for different ways of obtaining information. Under the Act everyone has the right to obtain information from official documents in the public domain. Official documents are in the public domain unless specifically otherwise provided for.
Read more information about the Jamk’s Privacy Policy, Data Protection Officer and the rights of the data subject and their implementation.