Document publicity description

The document publicity description of the City of Kuopio is a description of the City’s information and documents in accordance with section 28 of the Act on Information Management in Public Administration (906/2019).

The description contains information on case registers, data resources, information systems, data, data groups, and data accessibility via a technical interface.

Content of the document publicity description. Recommendation on preparing a document publicity description, Ministry of Finance, 2020.

The purpose of the document publicity description is to provide an overview of how the City of Kuopio’s case register and service information management have been structured. It is also used to describe the extent to which an authority processes data when providing services or processing cases.

A document publicity description is one of the ways of assisting a resident of a municipality to target their requests for information. Under the Act on the Openness of Government Activities, requests for information on the content of an authority’s document must be sufficiently identified so that the authority can determine which document the request concerns. It is the duty of the authority to assist the person requesting the information in the identification of the document.

The content of the document publicity description is based on the City of Kuopio’s information management model. The content of the model will be updated in connection with changes in the information management. The document publicity description will also be updated at the same time.

The case register and decision-making system of the City of Kuopio

Under section 25 of the Act on Information Management, a city shall maintain a case register of matters that are being and have been considered by the authorities, into which information on the matter, its consideration and the documents shall be registered. A case register refers to the decision-making system and other information systems included in case management. All matters that have been initiated and the related measures and documents shall be recorded in the register of administrative cases.

A case refers to a set of matters received or taken up by an authority which results in action being taken in the authority’s operational process (the case-handling process) and which normally results in a decision by the authority, such as an administrative decision, order, statement, guideline, or other position taken by the authority.
Documentary information refers to information collected in connection with an organisation’s task and their processing that the organisation has produced or received as part of its tasks and which it retains as an information resource and as evidence.
Measures related to the consideration of a case are preliminary, interim, or final measures in the consideration of a case. Examples of different types of measure are preparation, decision-making, service, request for review, and monitoring.
Case number, case ID or document number
Personal identity code, parcel number or, for example, library card number

Name of the person, e.g. client, applicant, decision maker, initiator, preparer, representative
Name or title of the document or matter
Processing stages and decisions made on the matter, process status = processing, request for review, or decision made
Date.

The decision-making system of the City of Kuopio is called Dynasty case management system. Dynasty acts as the City’s record and is used to manage case initiation, management, preparatory work, decision-making, service, requests for review, publication, institutional work, and transactions. The matters and documents processed in Dynasty are given a publicity category, personal data type, non-disclosure grounds, non-disclosure time, and basis for calculating the non-disclosure time.

Search criteria

Under section 25 of the Act on Information Management, the city must ensure that information may be produced of the public entries in the case register or part thereof to identify requests relating to access to information. The search criteria are different when searching in different data resources and information systems. The City of Kuopio documents or other data can be retrieved from the case registers or information systems for example on the following grounds:

Case number, case ID or document number
Personal identity code, parcel number or, for example, library card number
Name of the person, e.g. client, applicant, decision maker, initiator, preparer, representative

Name or title of the document or matter
Processing stages and decisions made on the matter, process status = processing, request for review, or decision made
Date.

Requests for information and documents

The links to additional information, instructions, and request forms are below.

Document requests: Data and information service

Information requests concerning personal and log data: Processing of personal data (Link coming)

Data resources of the City of Kuopio

Data resource refers to data generated in the organisation of and production of services of the City of Kuopio, which are processed using information systems or manually. The data resources of the City of Kuopio are managed using filing plans and information management plans. The personal data registers included in the data resources are described in the privacy statements published on the City’s website. The privacy statements describe the purpose of the personal data file, the official responsible for the register, and their contact details. The privacy statements also describe the data contained in the register, the use of the data, and the information systems used to maintain the data.

Privacy statements (Link coming)

The City of Kuopio’s data resources, their descriptions, responsible persons, and information systems and data included in the data resources can be accessed via the link below. Data accessible via a technical interface are available on the Open Data page.

Data resources of the City of Kuopio (Link coming)
Open Data (Link Coming)

General-level links (Links coming)

Agendas and minutes
Local government official decisions
Notifications and notices
Liabilities

Statistical data