Public access to documents
The city acts as a data management unit, meaning it is responsible for maintaining descriptions of its own data holdings in accordance with the law.
The purpose of the public-access description is to provide an overview of the City of Hämeenlinna’s records registers and service data management, and to facilitate making information requests to the city.
Records register and data holdings
The city’s records register contains information on all matters brought for processing, their progress and the documents related to them.
Information is stored both in digital (electronic) form and in analogue form (on paper). The same register may consist of several different systems and data sources. If information has been collected for the same purpose, it belongs to the same register.
Electronic information is processed in case management systems and other information systems. Paper documents are stored securely at workstations, in local archives or in the City Archives. The City Archives stores long-term and permanent documents.
All information is processed in accordance with legislation, official guidelines and data security practices.
Information requests and information service
You have the right to obtain information from a public document held by an authority. Most of the city’s documents are public. However, some information may be confidential under the law.
The more precisely you specify your request, the faster you will receive the information. For example, state the name, title or date of the document if you know them.
Request for a public document
It is advisable to specify the information request as precisely as possible to make it easier to locate the document. The information request must specify which document or documents the request concerns. For example, the date or title of the document should be stated if known.
You may request a public document without giving reasons. You do not need to state what you intend to use the information for. Make your request, for example:
- by email
- by telephone
- by letter
The authority will assist you in specifying your request if necessary.
Request for a confidential document
If you request confidential information:
- state what you will use the information for
- prove your identity
- provide additional information if necessary for processing the request.
This request must be made in writing and signed.
Checking your own personal data
You have the right to check what information the City of Hämeenlinna holds about you. You may only request information concerning yourself. Log data are not covered by the right of access under the data protection regulation.
Make an access request:
- in writing in free form
- securely via an electronic form that requires strong authentication
You can also use the same form when requesting personal data under the Act on the Openness of Government Activities.
Processing times and fees
You will usually receive information from a public document quickly, at the latest within two weeks. If the request is extensive or requires further clarification, processing may take up to one month.
Processing of confidential documents also takes a maximum of one month.
You can receive documents:
- electronically
- on paper
- by viewing them on site
The city may charge a fee for documents and their delivery. In demanding cases, the fee may be higher, particularly for urgent requests.
How to request information
You can specify an information request using, for example, the following details:
- name of the document or matter
- processing stage of the matter
- diary number
- person’s name or personal identity code
- property identifier
- initiator of the matter
- date
- preparer or decision-maker
Contact
Address your information request directly to the service area concerned. The registries will assist you if necessary.
Documents relating to social and health care and rescue services belong to the Well-being services county of Kanta-Häme.