The data management unit must maintain a description of the data reserves it manages and the case register in accordance with Section 906 of the Data Management Act (2019/28). The city of Imatra forms the information management unit mentioned in the law.
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 give a general description of how the city of Imatra's case register and the information management of services are structured. It contains instructions on how to request information. According to the Publicity Act, requests for information about the content of the authority's document must be identified sufficiently so that the authority can find out which document the request concerns. The authority's duty is to assist the information requester in identifying the document.
The file register and decision-making system of the city of Imatra
According to Section 25 of the Information Management Act, the city must maintain a file register of matters that are and have been handled by the authority, in which information about the matter, the handling of the case and the documents are registered. Case register refers to the decision-making system and other information systems that are part of case management. The operational systems of early childhood education, student administration and the built environment contain both case register and data management data for services.
All initiated matters, related measures and documents are recorded in the register of administrative matters. The city of Imatra's decision-making and case management system is called M-Files. It acts as the city's file register and manages the initiation of cases, management of cases, preparatory work, decision-making, notification, appeals, publication, institutional work and transactions.
Documents or other information of the city of Imatra can be searched from file registers or information systems, e.g. on the following grounds:
- the name of the document or matter
- case number (diary number)
- case opening date
- the initiator of the case
- The name of the person
- personal identification number
- property identification information
- permit number
- decision maker
The city's information reserves are essentially related to document public description. From the Databases page you will find the city's data reserves and their purposes.
see also privacy statements.
Instructions for making requests for information and documents
Requests for information regarding documents of the city of Imatra can be sent to the registry office. Electronically form, by email registryimatra.fi, tel. 020 617 2210 or by letter: City of Imatra, Kirjaamo, Virastokatu 2, 55100 Imatra. The registry registers information requests to track deadlines. The registry sends information requests to the right party in the organization to be answered.
Information request for a public document
It is a good idea to specify the information request as precisely as possible to make it easier to find the document. The request for information should specify which document or documents the request concerns. For example, the date or title of a document makes searching much easier. If the information request concerns a public document, there is no need to justify the information request and the information requester does not have to say what the information will be used for. A request for information regarding a public document can be prepared freely in writing, e.g. by e-mail or submitted by telephone.
Information request for a confidential document
When requesting information about a confidential document or documents that can only be disclosed under certain conditions, the person requesting the document must state the purpose of the information and be able to verify their identity. The city can also request other additional information from the requester of the document if it is needed to clarify the conditions for the release of the information.
Time limits for processing information requests and document fees
Information about the public document will be provided as soon as possible, no later than two weeks after the request for information is made. If the processing and resolution of the case require special measures or a larger workload than usual, information from a public document will be provided or the case will be resolved within one month at the latest from the request for information. Also, the processing time for handing over confidential documents is a maximum of one month.
Depending on the storage format of the document, the city can hand over the requested information either electronically or on paper, or the documents can be consulted on site. A fee may be charged for paper prints.