The Description of Document Publicity is a summary, as required by the Information Management Act, of the data resources held by Diak and their intended purposes. The Description includes examples of search criteria that can be used to retrieve information from the systems mentioned.
Data resources refer to documents and documentary information.
Diak’s privacy notices can be found on the Data Protection page.
Submitting an Information Request
Information requests should be delivered to the Registry of Diaconia University of Applied Sciences by letter or email (kirjaamo@diak.fi). The request must clearly indicate which document or documents it concerns. Please note the processing fees related to information requests.
Information from a confidential document can only be disclosed under specific conditions. In such cases, the requester must state the purpose for which the information will be used and must be able to verify their identity. Additional information may also be required if necessary to determine whether the conditions for disclosure are met.
Note: If you are a Diak student, you can review and edit your registered personal data in MyDiak.
Contact Details
Diaconia University of Applied Sciences Ltd
Registry
PO Box 12
00511 HELSINKI
kirjaamo@diak.fi
General Administration
The data resources of General Administration primarily consist of documents related to Diak’s management, development and administrative processes, as well as decisions, meeting materials and contracts. Some information is confidential.
Most data is stored in the case management system.
Examples of search criteria:
- name, title or content of the decision or matter
- date of the decision or matter
- names of contracting parties
- document type
Some materials are published on Diak’s website (e.g. the Quality Manual and Strategy). Otherwise, data resources are not publicly available through open interfaces.
Human Resources Services
The data resources of Human Resources Services relate to the planning, management, monitoring and statistical reporting of HR and employment matters, recruitment, and payroll and fee processing. Some information is confidential.
The main systems used are the HR management system (including the recruitment system), the working time monitoring system and the case management system. These systems are internal to Diak.
Examples of search criteria:
- person’s name
- name of the decision or matter
- date of processing
Contact details of staff members are available on Diak’s website. Other HR data resources are not publicly available through open interfaces.
Financial Administration
The data resources of Financial Administration relate to statutory accounting and financial statements, budgeting, monitoring and internal reporting, payment transactions, invoicing, and procurement planning and implementation. Some information is confidential.
The data is processed in financial administration systems, travel management systems and the case management system.
Examples of search criteria:
- document name or number
- name of approver or decision-maker
- date
- company or person’s name
Data resources are not publicly available through open interfaces.
International Affairs
The data resources of International Affairs relate to the planning and implementation of international cooperation and mobility (for both students and staff). Some information is confidential.
Information is mainly processed in the case management system, the mobility management system and the project management system.
Examples of search criteria:
- document name
- person’s name
- names of contracting parties
- document type
- name and content of the decision
Data resources are not publicly available through open interfaces.
Facilities and Security Services
The data resources of Facilities and Security Services relate to the usability and safety of premises, maintenance, access control, management of phone subscriptions and incident reporting. Some information is confidential.
The information is mainly processed in the incident reporting system, the key management system, the access control system and the case management system.
Examples of search criteria:
- document or person’s name
- phone number
- document type
- name and content of the decision
Data resources are not publicly available through open interfaces.
Information Management
The data resources of Information Management relate to the planning and implementation of IT infrastructure, information systems, information security and data protection, as well as user and device management. Some information is confidential.
Data is mainly processed in the user management register and service management systems.
Examples of search criteria:
- username
- device ID
- person’s name
- personal identity code
Data resources are not publicly available through open interfaces.
Communications and Marketing
The data resources of Communications and Marketing relate to the planning, implementation and monitoring of internal and external communications and marketing. Some information is confidential.
The information is processed using online communication platforms, the customer relationship management system and the case management system.
Examples of search criteria:
- file or document name
- person’s or company’s name
- email address
Data resources are not publicly available through open interfaces.
Library, Information and Publishing Services
The data resources of Library and Information Services relate to the planning and provision of library and information services, charging of library fees and management of customer relationships for library users. The data resources of Publishing Services relate to the distribution and statistical monitoring of publication data produced by Diak.
Data is mainly processed in the library customer register system and the study administration system. Publication data collected through the Justus service is stored in the Ministry of Education and Culture’s VIRTA publication information service.
Examples of search criteria:
- library card number
- customer information
- reservation ID
- personal identity code
- author’s name
- publication details
Publication data can be retrieved via services such as Juuli and Tiedejatutkimus.fi. Other data resources are not publicly available through open interfaces.
Education and Student Services
The data resources of Education and Student Services relate to the planning and provision of degree and non-degree education, practical implementation of studies, management of study rights and awarding of degrees. Some information is confidential.
Information is mainly processed in the case management system, the study administration system and systems used for student services and online learning.
Examples of search criteria:
- student number
- group ID
- implementation ID
- person’s name
- personal identity code
Information on curricula and course implementations is available on the website. Otherwise, data resources are not publicly available through open interfaces.
RDI activities
The data resources of RDI activities relate to the planning and implementation of Diak’s research, development and innovation activities, project planning and execution, and collaboration with partners and stakeholders. They also include information on research ethics guidance. Some information is confidential.
Information is mainly processed in the project management system, the customer relationship management system, the event management system, funders’ systems, the case management system and the travel management system.
Examples of search criteria:
- contracting parties
- document name, content and date
- project number
Data resources are not publicly available through open interfaces.
Business Services
The data resources of Business Services relate to fee-based services: commissioned training and research, career development services for working life, and customer relationship management. Some information is confidential.
The information is mainly processed in the case management system, the study administration system, the project management system and the customer relationship management system.
Examples of search criteria:
• customer information
• document name
Data resources are not publicly available through open interfaces.
Processing fees and delivery terms for information requests
Processing and delivery fees apply to the retrieval, handling, copying, scanning and postal delivery of materials. The fees are based on the Act on the Openness of Government Activities (Sections 13 and 34). No VAT is charged on processing fees for information requests, as they constitute public law services.
Electronic and paper materials
0–30 minutes: Free of charge
30 minutes–2 hours: €60
Thereafter, each additional commenced hour: €60
Delivery fees
Electronic delivery via secure email: Free of charge
Postal delivery of paper materials as a letter: €30
Postal delivery of paper materials as a parcel: According to actual postal charges
Payment of the processing fee
Ordered documents will not be delivered prior to payment.
The customer must submit to Diak’s Registry Office a bank payment receipt clearly indicating the customer’s name and the purpose of the payment.
A fee will be charged for search work exceeding 30 minutes, regardless of whether the requested materials are found.
Access to documents
Public documents can be made available for supervised reading and copying on the premises of the university of applied sciences.
Access is free of charge, but copying archived documents for external parties is subject to the applicable processing fees.
Original documents will not be loaned or released outside the higher education institution.