Records Management Plan TOS
The Records Management Plan meets the requirements set for officials by the Archives Act (831/1994) for an archive formation plan and also guides information that is stored in the University's electronic document and records management system (SAHA), while ensuring that the retention schedule is in accordance with good data management practice (Act on the Openness of Government Activities 621/1999).
Maintenance of the Records Management Plan is responsibility of the University's records management services. The Records Management Plan has been prepared together with the University's service organisations and process owners and any changes are agreed in cooperation with the owners of the processes.
The services are responsible for the retention of their own materials in a manner consistent with the Records Management Plan - either data stored in operative systems or documents stored in SAHA/other system indicated in TOS. Services are also responsible for delivering documents to the University Registry Office ([email protected]) to be stored in SAHA for long term or permanently.
Under a decision made by the Provost on 9 February 2016 the Aalto University Records Management Plan is applied retroactively to all material collected in accordance with the Records Management Plan from 1 January 2010 and to the extent that it is applicable, also to materials of the founding universities.
| Item group | Contents | Item group number |
|---|---|---|
| Legislative guidance and administrative governmental information | 00.00 | |
| Strategic planning, goals | Strategy, planning and operational goals, preparation of strategic measures, strategy discussions, negotiations between Aalto and MEC, granting funding | 00.01 |
| Operative planning and resourcing | Economic planning and monitoring university activities, applying for special grants and awards for the university's operative activities | 00.01.02 |
| Organisational changes | Deciding on the founding, shutting down, changing, and changing the name of the University, its schools, and other units, activities, or their equivalent. | 00.01.03 |
| Operational evaluations | Annual report and closing of the accounts, following the strategy implementation, statistics, internal and external evaluations and accreditations, international rankings, the quality system, feedback from MEC. | 00.01.05 |
| University rules, directions, and instructions | The constitution of the Aalto University Foundation, by-laws and regulations, instructions and regulations of the various services: learning services, research services, HR, finances, ITS and others. | 00.01.06 |
| University cooperation and agreements | University cooperation and agreements. Includes cooperative agreements. | 00.01.07 |
| Societal activities | Giving statements, representing the University in cooperative bodies | 00.01.08 |
| Delegation of powers | Delegating the powers of the University and its schools, organising elections, selection and composition of the bodies, signature and approval practices | 00.02 |
| University level bodies' decision-making | 00.03 | |
| School and departmental level bodies' decision-making | 00.04 |
| Item group | Contents | Item group number |
|---|---|---|
| HR services |
Agreeing on collective terms, establishment of positions, recruiting, releasing of positions, advancement on academic careers, academic honorary titles, payroll, travelling, occupational health care, occupational well-being, occupational safety, rewarding, staff training, equality issues, exchange programs of teachers and researchers, shop steward activity |
01.00 |
| Financial services |
Taxes, accounting, procurement, insuring, funds and awarding grants |
01.01 |
| Legal issues |
Criminal cases, controversial issues, administrative law cases, labor law, complaints, diciplinary cases, checking of registers, requests for information, data protection breaches |
01.02 |
|
Campus and real estate services |
Emergency planning and fire safety, managing real estate assets, building use, campus planning |
01.03 |
| IT services |
Enterprise architecture, information security |
01.04 |
|
Communications, marketing and event services |
Brand development including university’s trademarks, internal and external communication, web communication, organizing events and happenings, agreement on audio-visual material use |
01.05 |
|
Collections and publication activities |
Library services, publication activities, records management and permanently stored archival and object collections |
01.06 |
|
Enhancement and maintenance of alumni relations |
01.07 |
| Item group | Contents | Item group number |
|---|---|---|
| Student admission |
Grounds and criteria, applying, entrance examinations, student admission, changes on rights to study and credit transfer |
02.00 |
|
Planning of teaching, student guidance and social aspects of students |
Teaching schedule and planning, planning of student’s studies, student and career psychologist services, corporate events for students, student union affairs, reports concerning student misconduct |
02.01 |
|
Organizing of teaching and credits |
Enrolling and participation, credits, rectification process, teaching materials, credit transfer |
02.02 |
|
Degree awarding and other diplomas |
Thesis and dissertation guidance and approval, rectification process, degrees awarded |
02.03 |
|
Student financial aid |
Tuition fees and other fees concerning studying |
02.04 |
|
Projects and agreements concerning education ja university cooperation |
Domestic and international cooperation on education and university student affairs, paid fixed education, education and learning projects, student projects, immaterial rights concerning teaching materials |
02.05 |
|
Violations of responsible conduct of research |
02.06 | |
|
Organizing of student mobility and internships |
Student exchange programs, domestic and international internships |
02.07 |
|
Student affairs questionnaires and statistics |
02.08 | |
|
Continuous learning |
Endorsed continuous learning, vocational qualification, pedagogical university training | 02.09 |
| Item group | Contents | Item group number |
|---|---|---|
|
Research support services activities |
Joint-funded research, contract research, research cooperation |
03.01 |
| Innovation services |
Intellectual property rights, trademarks, entrepreneurship services |
03.02 |
|
Business collaboration |
Partnership support |
03.03 |
|
Ethical review of research |
03.04 |