Document publicity

Description of document publicity

Purpose of the description of document publicity

This is a description of the information pools and case register managed by the National Non-Discrimination and Equality Tribunal for the purpose of implementing the publicity principle in accordance with section 28 of the Act on Information Management in Public Administration. The purpose of the description of document publicity is to assist the public in specifying requests for information. Pursuant to section 13 of the Act on the Openness of Government Activities (621/1999), a request for access to an official document must be sufficiently detailed, so that the authority can determine which document the request concerns. The authority will assist the person requesting access in specifying the document.

This description of document publicity provides a general view on data management of the National Non-Discrimination and Equality Tribunal. Some data managed by the National Non-Discrimination and Equality Tribunal may be confidential under the Act on the Openness of Government Activities.

Data systems used by the National Non-Discrimination and Equality Tribunal

The National Non-Discrimination and Equality Tribunal uses a case management register (IBM Notes YVTLTK:n asianhallinta diaari). The register is used to monitor and record the processing of instituted cases. Documents are not saved in the register. Information can be retrieved from the register by searching using search terms such as the record number or a specific word. It is also possible to retrieve statistic by year or document type, for example.

The register contains the following types of data:

• name of the person who contacted the Tribunal
• contact details (address, email address, excluding information subject to non-disclosure for personal safety reasons)
• type of contact (application, request for a statement, enquiry, etc.)
• any attorney
• record number
• progress of processing by date, such as the date on which an application, contact request, reply, request for access to a document, request for a statement or request for an administrative review was received
• grounds for discrimination
• termination of the case with the Tribunal

Case management register data and other documents are stored in monitored network environments with access management, as well as on premises.

The National Non-Discrimination and Equality Tribunal also uses network drive folders to store various tables and charts for monitoring interim measures, grounds for discrimination, deadlines and conditional fines. Network drives are also used for storing documents such as administrative documents, decisions, requests for clarification sent by the Tribunal, minutes and other similar documents.

The National Non-Discrimination and Equality Tribunal also utilises data systems of financial administration and human resources management of the State administration, such as M2, Kieku and Handi.

None of the data material of the National Non-Discrimination and Equality Tribunal is publicly available via a technical interface. Only personnel of the Tribunal have access to the data, and need separately granted access rights to access the data.

Submitting a request for information

Information requests can be delivered by post, email or telephone.

Contact details:

National Non-Discrimination and Equality Tribunal
P.O. Box 27, 00023 GOVERNMENT, FINLAND
[email protected]
Tel. +358 (0)295 150 123

Responding to requests for information

Access to a document in the public domain shall be granted as soon as possible, and in any event within two weeks from the date when the authority received the request for the document. If the consideration and the decision of the matter requires special measures or otherwise an irregular amount of work, the matter shall be decided and access to the document granted within one month of the receipt of the request for access by the authority (Act on the Openness of Government Activities, section 14(4)).