Description of document publicity

This description of document publicity of the Office of the Parliamentary Ombudsman has been prepared in accordance with section 28 of the Act on Information Management in Public Administration (906/2019, hereinafter referred to as the Public Information Management Act) in order to implement document publicity and the principle of openness. With this description we aim to make it easier to draw up sufficiently detailed requests for information and ensure that they are submitted to the Office of the Parliamentary Ombudsman in the manner required by section 13 of the Act on the Openness of Government Activities (621/1999).

The description enables everyone to obtain information regarding to what extent and how we handle information when we process cases and provide services. We explain the processing of personal data separately in our data protection practices.

Preconditions for the disclosure of information

If the document is public and other circumstances do not restrict its disclosure, the person requesting the information does not need to establish their identity, justify the request or explain what the information will be used for.

The use in which the information is to be put must be declared when requesting access to a secret document, a personal data filing system controlled by an authority or any other document, access to which can be granted only subject to certain conditions. In addition to information about the intended use, the Parliamentary Ombudsman may also need other information to be able to ensure the lawfulness of the disclosure of information. For example, the requested manner of providing the information or how the requested information will be stored may contribute to what additional information is needed (section 16 of the Act on the Openness of Government Activities).

When requests for information are carried out, a need to ask specifying questions often arises. Providing contact details may therefore speed up the processing of the request for information. However, providing contact information is not a precondition for responding to a request for information when the information can be provided free of charge.

Requesting access to a document

If you cannot find the information you need on the Parliamentary Ombudsman’s website (e.g., a decision (search function in Finnish) or press release published by us) or from other sources, you can request it from the registry of the Office of the Parliamentary Ombudsman. The contact details are available here.

It is also possible to bring a requests for information or document to the control room located by the main entrance of Little Parliament (Door F, Arkadiankatu 3) between 9.00 and 15.00.

The request may free-form, but it is advisable to specify the documents requested as clearly as possible (e.g., case number, document title and date, if known). This often helps to identify the requested document and makes the processing of the request for information and the disclosure of information easier. If needed, our registry will help with providing the details of the document.

The information request can be dealt with faster if you turn to the correct authority straight away. The Office of the Parliamentary Ombudsman has in its possession a large number or documents received from other authorities in connection with complaints. The authorities concerned have better capabilities to assess the publicity of the documents. If necessary, we transfer the document request to the authority in possession of the document.

A research licence matter can be initiated by delivering the research licence application to the registry of the Office. For more information on applying for a research licence, please contact our registry.

Providing a document

In our registry, the requests for documents and information are registered for monitoring the deadlines and then delivered to the right party in the organisation, who will respond to them.

The decision on requests for documents and information concerning the oversight of legality is primarily made by the legal advisor who presents or processes the matter. If the legal advisor is unavailable or disqualified, the presenting officer or the Administrative Assessor decides on the provision of information. In matters other than the oversight of legality, the decisions on document and information requests are primarily made by the Administrative Assessor. Decisions on research licences are made by the Administrative Assessor.

Information about a public document is provided as soon as possible, no later than two weeks from the date on which we received the request concerning the provision of the document. If a large number of documents is requested, they contain confidential parts, or there is some other comparable reason why special measures or more work than usual is required for processing the matter or making the decision, information on the public document will be provided or the decision will be made no later than one month of receiving the request for information.

If the decision on the request for a document or information is negative, the applicant may refer the matter to the Ombudsman or a Deputy-Ombudsman. A negative decision by the Ombudsman or the Deputy-Ombudsman shall be issued in writing. It is accompanied by instructions for appeal to the Administrative Court.

The requested document can be disclosed either electronically or on paper.

Documents are mainly provided free of charge when the document can be found and sent electronically. A fee may be charged for copies of documents and printouts requiring special measures, as provided in section 34 of the Act on the Openness of Government Activities, and the Parliamentary Ombudsman’s decision on fees for services provided by the Office of the Parliamentary Ombudsman (EOAK/308/2024, 19 November 2024).

Information that cannot be disclosed electronically or on paper can be accessed on the premises of the Parliamentary Ombudsman. An appointment should be booked in advance from the registry to give time for retrieving the material.

Data repository for the oversight of legality

The data repository for the oversight of legality is maintained for the management of data generated in the performance of the oversight of legality tasks laid down for the Parliamentary Ombudsman in the Constitution of Finland and in the Parliamentary Ombudsman Act (197/2002).

The information registered in the data repository includes information on pending or already processed oversight of legality matters (complaints, own initiatives, inspections, requests for opinion and hearings, OPCAT monitoring and reporting, monitoring of the Convention on the Rights of Persons with Disabilities and the related advice and guidance provided, messages received for information, and received notifications of measures taken), the initiator and the subject of oversight, processing stages of matters, documents related to processing a matter, and information on the decision made on the matter.

The information recorded in the repository includes the details required for the processing of oversight of legality matters, such as the case number, the name and contact details of the person making or sending the complaint, the date of the complaint, the date when the complaint was received, the name of the authority, a description of the alleged incorrect actions or offence in public office, and the preparation stages of the complaint, including the relevant documents and the details of the decision. For letters received for information, the sender’s name and contact details, the date of the letter and the date received are recorded. For inspections, the details of the site of the inspection, the date, the person conducting the inspection, and the inspection records are recorded.

The key search factors in the data repository for the oversight of legality are as follows:

• Case number
• Name of party (e.g., the initiator or the authority subject to the complaint)
• Date filed and date on which the decision was made
• Task category (e.g., complaints)
• Category of matters (e.g. social welfare)
• Legal advisor
• Keywords describing the content of the matter
• Title of the matter or document
• Sender or recipient of the document

The information in the data repository is processed in the electronic case management system (Lexit). Since 2016, documentary information has been stored only in digital format.

Matters dating from before 1990 have been recorded on manual register cards. The information content of the cards is the same as the content of the computerised records, but the complainant’s contact details and the date of the complaint are missing. The complainant’s title/occupation is usually mentioned. The cards for each year have been put into alphabetical order according to the complainant’s surname.

The register cards were also compiled into register journals. They were prepared annually, in numerical order according to the register number. A register book was used before the register cards. It included the complainant’s name, the date on which the complaint was received and the actions subject to the complaint.

The Office also has a card file in alphabetical order by the complainant’s name for the period 1985–1990. The information content is the same as in the manual cards. At the beginning of this card file, there is a file of the complaints received through Members of Parliament. This file is in alphabetical order according to the MPs' names for the period 1985-1990. The MP’s name, the register number, the complainant’s name and the date on which the complaint was received are mentioned in the file.

The information is not available through a technical interface.

Data repository for administrative matters

The data repository for administrative matters is maintained for the management of data generated in the administrative management of the Office of the Parliamentary Ombudsman. Administrative matters are divided into matters concerning personnel and the operation of the Office (e.g., management of the employment relationship and recruitment), financial matters (e.g., financial planning and procurement), and information management matters and communications (e.g., requests for information and public relations).

Information on pending or already processed matters, the processing stages of matters, documents related to processing a matter, and information on the decision concerning the matter are registered in the data repository for administrative matters.

The information required for processing administrative matters is stored in the data repository, such as information on the party that initiated the matter, the category of matters, the date on which the matter was filed, the name of the decision-maker and the date of the decision as well as the following information on documents: the title of the document (e.g., granting leave of absence), the date when the document was received or drawn up, the sender, author or person who approved the document, and the manner of receiving the document. The content of the decision is described in more detail in the decision document. Additionally, the applications, the memorandum of appointment and the appointment decision are recorded for recruitment matters. For procurement matters, the request for tenders, the tender and agreement documents including the sender details and dates are recorded.

The central search factors of the data repository for administrative matters are:

• Case number
• Name of the party
• Title of the matter or document
• Date filed and date on which the decision was made
• Date filed and date on which the decision was made
• Document type
• Travel destination, description of the trip, invoice number, place of purchase, file name
• Name or business ID of company or organisation

The information in the data repository is processed in the electronic case management system (Lexit) and in the operational joint information systems for HR and financial administration (Kieku, Handi, M2 and Herkkä) of public administration.

The data repositories are not openly available through a technical interface.