Document publicity description
This is a document publicity description in accordance with Section 28 of the Act on Information Management in Public Administration (906/2019), the purpose of which is to facilitate requests for information to the Non-Discrimination Ombudsman.
Everyone has the right of access to an official document in the public domain (Section 9 of the Act on the Openness of Government Activities 621/1999). Some of the documents of the Non-Discrimination Ombudsman are public. However, the documents may also contain confidential information. Confidentiality of information is always based on grounds pursuant to the Act on the Openness of Government Activities or other legislation. Interested parties also have the right of access to information on matters pertaining to themselves.
Submitting a request for information
A request for information addressed to the Non-Discrimination Ombudsman can be delivered to the registry. The registry will register the request for information and forward it for processing to the correct party without delay. If necessary, we can help you identify the document from which the information is requested. If the Non-Discrimination Ombudsman receives a request for information that belongs under the competence of another authority, the request is transferred to the competent authority in the matter under section 21 of the Administrative Procedure Act (434/2003).
In connection with the request for information, it is recommended to provide as detailed information as possible on the matter or documents, such as identification data, date and, if known, the title of the documents requested. This often facilitates the identification of the requested document, the processing of the request for information and the handing over of information. You can also ask the Ombudsman for information on the record details of matters that can be used to specify the document request in more detail. The record details can be listed, for example, on the basis of the case identifier, title or party concerned.
Processing time of a request for information
Information on the document will be provided as soon as possible, no later than two weeks after the request for information has been made. If the processing and decision of a request for information requires special measures or a larger workload than usual, information on a public document is provided or the matter is decided on no later than one month after the request for information has been made.
Contact details of the registry:
Email: [email protected], we recommend that messages containing personal information be encrypted via secure email: turvaviesti.om.fi
Postal address: Non-Discrimination Ombudsman, P.O. Box 24, FI-00023 Government
A request for information can also be submitted to the Non-Discrimination Ombudsman addressed to the Government distribution centre at Ritarikatu 2B, Helsinki (open 8-16.15)
Case register
The Non-Discrimination Ombudsman maintains a case register on instituted cases, progress of their processing and related documents.
Information on the cases being processed and those that have already been processed, the parties involved, the stages of the processing of the cases and the documents related to the processing of the case as well as information on the decision on the case are registered in the case register.
The case register is maintained for the purpose of implementing document publicity, identifying requests for information, structuring documents and other similar information, organising measures related to case processing and monitoring case processing times.
Information can be retrieved from the register by using search terms such as the title of the case or document, the name of the person who sent or drew up the document or various date information, such as the date on which the case was instituted or the document drawn up. The case management systems Hilda and Acta serve as case registers.
Fees related to providing access to documents
The Non-Discrimination Ombudsman is an authority and complies with the Act on the Openness of Government Activities (21 May 1999/621). Under the Act, the Non-Discrimination Ombudsman does not charge for granting access to a document, for example, when an electronically recorded document is emailed to the person requesting it (a document in the public domain or when the secret part can easily be deleted) (Act on the Openness of Government Activities, section 34, subsection 1).
However, the Non-Discrimination Ombudsman may charge for obtaining the document if the requested document cannot be specified sufficiently to make it easy to find it in the document register. Similarly, there may be a charge for document requests that require special measures, when the document search and the deletion of secret information requires more work than an ordinary document search or deletion of secret information (Act on the Openness of Government Activities, section 13, subsection 1; section 34, subsection 2). In these situations, the person requesting the information is contacted separately before the information search or the deletion of information resulting in costs is performed. The work is charged according to the working time required, EUR 20.00 for each beginning 30-minute period.
The actual postage and EUR 0.40 per page (A4) are charged for the delivery of paper copies.
Information resource of matters related to objectives
Purpose of the information resource
The information resource is maintained for the processing and monitoring of tasks under the Non-Discrimination Act, the Act on the Non-Discrimination Ombudsman and the Aliens Act.
Dataset of the information resource
The information required for the processing of cases is stored in the information resource, such as the record number, title, possible parties, interim measures taken in the case, documents drawn up in the case, the stage of the processing of the case and the decision information.
Information search factors
You can search for information in the information resource by, for example, identification data (register number) of the case, task category or case name. You can also search for information by document type or title.
Information systems
The data in the information resource is processed in the Ombudsman’s case management system Hilda and the case management system Acta.
Documents belonging to the information resource are stored in controlled network environments and premises with access control.
Access via technical interface
Data is not available via a technical interface.
Information resource of administrative matters
Purpose of the information resource
The information resource for administrative matters is maintained for monitoring matters. Administrative matters are divided into general administrative matters (e.g. governance and operational planning), personnel matters (e.g. recruitment and employment management), financial matters (e.g. financial planning and asset management) legal matters (e.g. damages or transfers of matters), international matters (e.g. network cooperation), information management and communication matters (e.g. data protection risks and communications) and risk management matters (e.g., instructing on risk matters)
Dataset of the information resource
Information on the person who initiated the case, the case group and the information identifying the case type are registered in the information resource of administrative matters. In addition, information on any interim measures taken in the matter, such as reports or statements, as well as information on a decision deciding the case or other action, is registered in the information resource. The type or title of the document, its date of arrival or preparation, information about the sender, person who drew up or approved of the document, and the method of arrival of the document is specified.
Information search factors
Information from the information resource of administrative matters can be searched, for example, by using identifier data (case ID/record number), document type or heading, or information regarding a party.
Information systems
The data in the information resource of administrative matters are processed in the Hilda case management system (Fujitsu CaseM) and operational State administration HR and financial administration information systems, such as Kieku, Handi and M2.
Documents belonging to the information resource of administrative matters are stored in monitored and controlled network environments and premises equipped with access control.
Access via technical interface
Data is not available via a technical interface.