Where to store information?

The data shall be stored in the information systems defined as the storage locations for the data concerned. Data is processed on paper only where absolutely necessary.

The data classification table describes how information is classified and processed at HAMK.

Classification

The data is classified so that it can be properly processed. Different types of data must be processed in different ways. The following classification is used at HAMK:

• Public information
  • There are no restrictions for viewing the data
  • E.g., publications, public documents and public web sites
• Internal data or data intended for restricted use
  • The data may be viewed by HAMK personnel and students
  • For instance, internal bulletins, teaching materials produced and acquired for internal use, instructions, memos and materials licenced to the organisation.
• Confidential data
  • The data may be viewed and processed by each member of the relevant group (including students, for instance in research projects)
  • For instance, incomplete course credits and social security number
• Data to be kept secret
  • The data may only be viewed and processed by persons with a particular authorisation
  • For instance, sensitive personal data (such as health-related information), certain information on security arrangements, material encrypted through agreements. Verbal assessments of the student’s personal characteristics. Student and applicant’s test performance (however, the grade and scores are public information), contact details with a prohibition indication

HAMK is subject to the Act on the Openness of Government Activities, whose section 24 lists 32 different reasons for defining the document as confidential. These include certain information related to research, individuals, health information, employment relationships, human resources, finances, security, admission tests, legal, justice and criminal matters.

However, only those documents or parts thereof which have specific grounds for the processing requirement should be treated as secret or confidential. There is a risk of overclassification, which makes the processing processes more complex and increases costs unnecessarily. On the other hand, sub-classification may jeopardise both the operation of HAMK, its data security or the information of persons in our systems. Correct classification increases manageability, and information can also be more readily found and shared. Correct classification ensures the data protection of personnel and students and, where applicable, the confidentiality and legality of HAMK’s activities.

Cooperation agreements and business cooperation should review the procedures for handling confidential information and information to be kept secret.