Quality Manual of the Department of Computer Science
Information management
The department follows the general legislation in accordance with the guidelines of the university (see the university's quality manual for more details) and the instructions of the Ministry of Finance in its information management.
There are guidelines on the archiving system along with instructions on storage. The archiving instruction of the University of Helsinki sets the rules for organising archives, handling documents, storing them and disposing of them. It also specifies who is in charge of documents at their different stages. Each employee and official of the University of Helsinki is responsible for the documents and information in their possession.
The minutes of the department steering committee are available on the department web site. According to the decision made by the steering committee in its meeting 13/08, agendas and minutes should only contain unrestricted public material and be available for everyone. Restricted public or sensitive material should be presented in appendices to the documents from the meeting.
The department employs the systems of the government and the university, as well as some of its own arrangements, for information management. The electronic systems employed include the following:
- students, general: the student register (Oodi), electronic theses (E-thesis)
- students, developed by the department: the teaching database (for internal teaching plans), the registration system (Ilmo), the course bookkeeping system (Kurki), the system for scheduling studies (Desmond), the MSc thesis administration database, the course feedback system
- finances: invoices for purchases (Rondo), data warehouse (Ilmi), general invoicing program (Pro eLaskutus), the system for invoicing travel expenses (WebTraveller), working hours allocation (Sole TM).
- research: publications (JULKI), research projects (TUHTI), other academic activities (MUTI), experts (ASTI), societal influence (YHTI) and patents (PATENTTI)
- staff: salary and staff administration (Personec F), data warehouse (Ilmi)
- general administration: Optimaze, the department system for allocating premises (Nero)
The department is in charge of both privacy protection and data security. The records descriptions for the department are available at http://www.cs.helsinki.fi/rekisteriselosteet/.