Document Disclosure Description

The document disclosure description of the Regional Council of Southwest Finland is a description of the council’s information and documents in accordance with Section 28 of the Data Management Act (906/2019). The purpose of the document disclosure description is to assist in making information requests.

The description provides an overview of the council’s case register, data resources, and information systems. The description is maintained and updated regularly to ensure that the information it contains remains current.

The Regional Council of Southwest Finland’s case register and decision-making system

According to Section 25 of the Data Management Act, the council must maintain a case register of matters being processed and processed by the authority, in which information concerning the matter, case processing, and documents is recorded. A case register refers to the decision-making system and other information systems related to case management. All matters initiated, related actions, and documents are recorded in the case register for administrative matters.

The Regional Council of Southwest Finland’s case management system is Tiera Tiedonhallinta (CaseM). It serves as the council’s registry and is used to manage the initiation of matters, case management, preparatory work, decision-making, notification, appeals, and publication.

Matters and documents processed in the case management system are assigned a publicity classification, personal data nature, secrecy basis, secrecy period, and calculation basis for the secrecy period.

Asianhallinnan käsitteitä

Asialla tarkoitetaan viranomaisen käsiteltäväksi saamaa tai ottamaa kokonaisuutta, jonka tuloksena viranomaisen toimintaprosessissa (asiankäsittelyprosessissa) tehdään toimenpiteitä, jonka tavanomaisena tuloksena syntyy viranomaisen tekemä ratkaisu, joka voi olla esimerkiksi hallintopäätös, määräys, lausunto, ohje tai muu viranomaisen kannanmuodostus.

Asiakirjallisilla tiedoilla tarkoitetaan organisaation tehtävien ja niiden käsittelyprosessien yhteydessä kertyvää tietoa, jonka organisaatio on tuottanut tai vastaanottanut osana tehtäviään ja jota se säilyttää tietovarantona sekä todisteena.

Asiankäsittelyyn liittyvät toimenpiteet ovat aloitus-, väli- tai lopputoimenpiteitä asian käsittelyssä. Esimerkkejä toimenpiteen tyypistä ovat valmistelu, päätöksenteko, tiedoksianto, muutoksenhaku ja seuranta.

Search criteria

According to Section 25 of the Data Management Act, the council must ensure that it is possible to produce information from the public entries of the case register or part thereof to identify requests for access to information.

Documents or other information of the Regional Council of Southwest Finland can be searched from the case register or information system using, for example, the following search criteria:

  • name of the document or matter
  • date
  • registry number (case number)
  • initiator of the matter
  • person’s name (e.g., party, sender)
    processing stages of the matter and decisions made therein
  • status of the processing procedure (open or closed)
  • decision-maker
  • preparer

Data resources of the Regional Council of Southwest Finland

A data resource refers to an entity containing data sets used in the performance of an authority’s tasks or other activities, which is processed using information systems or manually. The data resources of the Regional Council of Southwest Finland are managed using a data management plan. You can find more information about the processing of personal data in our data protection information.

The data management of the Regional Council of Southwest Finland consists of several data resources. This section describes the council’s data resources and the main information systems they contain.

Data resources

Decision-making and case management data resource

  • information on initiated matters and related decision-making
  • the information systems included in the data resource are Tiera Tiedonhallinta (CaseM) and Tiera Electronic Archive

Financial management data resource

  • financial management, accounting, and financial statements
  • the information systems included in the data resource are ProEconomica, Tiera Tiedonhallinta (CaseM), and Tiera Electronic Archive

Human resources management and payroll data resources

  • management of employment relationship and elected official information and payroll
  • the information systems included in the data resource are Populus HR, Tiera Tiedonhallinta (CaseM), and Tiera Electronic Archive

Project funding data resources

  • granting and administration of project funding
  • the information systems included in the data resource are hallinnoiavustuksia.fi, tutkiavustuksia.fi, The Joint Electronic Monitoring System (JEMS), eMS, EURA 2014-2020, EURA 2021 (TEM), and Tiera Tiedonhallinta (CaseM)

Regional planning and regional development data resources

Information services data resource

Information service and making an information request

The council’s information service is also implemented on the council’s website. Here are key data sets published on the internet.

Agendas, minutes, and official decisions

Southwest Finland regional plan combination

Lounaistieto.fi service’s open data, statistics, and other data sets

Purchase invoices, open data

EURA 2021 digital management system for structural funds for the programming period 2021–2027

Supporting sustainable growth and vitality of regions – funded projects

Supporting sustainable growth and vitality of regions – apply for grants

Resource bank

According to the Act on the Openness of Government Activities, you have the right to obtain information from the authority’s documents. You can make an information request in accordance with the Act on the Openness of Government Activities to the Regional Council of Southwest Finland’s registry at kirjaamo@varsinais-suomi.fi or P.O. Box 273, 20101 Turku. An information request can also be made orally at (02) 2100 900. The registry forwards information requests to the appropriate person for response and monitors compliance with the deadlines specified in the Act on the Openness of Government Activities.

How is an information request made and how is it processed?

Information requests concerning documents are decided by the head of the area of responsibility related to the task in question. The archivist provides information on documents in the archive.

Specify your information request so that it is clear which document or documents the request concerns. For example, the date or title of the document should always be provided if known. If the information request concerns a public document, the information request does not need to be justified and you do not need to identify yourself.

We provide information on a public document as soon as possible and no later than two weeks from receipt of the information request. If the processing and resolution of the matter require special measures or a workload greater than usual, we provide information on the public document or otherwise resolve the matter no later than one month from receipt of the information request. The processing time for the disclosure of confidential documents is also a maximum of one month.

If we consider that the requested documents or information cannot be provided, we will inform you of the reasons and that you may, if you wish, have your information request resolved by the authority. At the Regional Council of Southwest Finland, the decision subject to a request for rectification is made by the regional director, and anyone dissatisfied with it may appeal to the administrative court.