Registry and archives

Illustration.

The records management services of the Finnish Institute for Health and Welfare (THL) are responsible for the development and management of THL’s records management. The records management services maintain the records schedule provided under the Archives Act (831/1994) and develop the case management system.

Registry

According to the Act on the Openness of Government Activities, everyone has the right of access to an official document in the public domain. THL’s Registry answers inquiries regarding registered documents and responds to requests for documents. The Registry also maintains a register of the cases dealt with by THL, including related documents and processing stages.
Copies of the material stored at THL are available for a fee.

Official documents are submitted to THL’s Registry. The receipt of the document by the Registry also institutes proceedings in the case. At the Registry, the document is first registered and then transferred for processing by an employee in charge of the case. The registration is important for legal safety and for following up the case processing. The sender or applicant is notified once the case is resolved.

Accessing documents containing confidential information requires a research permit or another permit. Written permit applications for social welfare and health care data are sent to Findata and applications for permits related to other data are sent to THL Registry.
Research use and data permits
Social and Health Data Permit Authority Findata

THL's description of document publicity

Electronic services

E-mail can be used when no official signature is needed. For example job applications, statements or information requests can be sent by e-mail. Please remember to include your name, contact details and the subject of your message in your e-mail. Your e-mail should be directed to THL's official e-mail address kirjaamo(at)thl.fi. Your e-mail will be first registered and then forwarded to the person in charge of the case. You will receive an e-mail notification when the e-mail system has received your message.

Please note that e-mails are not encrypted. If you wish to encrypt your e-mail, please use the Securedmail.eu service or encrypt your e-mail with the Public Key Infrastructure (PKI) used by THL’s Registry. You can retrieve the PKI from the CA certificate list available at the website of the Digital and population data services agency (Tick “VRK CA for Service Provides” and search for “Terveyden ja hyvinvoinnin laitos”).
Certificate directory of the Digital and population data services agency

Archives

The Archives is responsible for the archives of THL and its predecessors. It also provides information services regarding the archives. Copies of the material stored at THL are available for a fee.

Accessing documents containing confidential information requires a research permit or another permit. Written permit applications for social welfare and health care data are sent to Findata and applications for permits related to other data are sent to THL Registry.

Contacting the Registry

Tel: +358 29 524 6110
Postal address: P.O. Box 30, FI-00271 Helsinki, Finland
Street address: Mannerheimintie 166, Helsinki
E-mail: kirjaamo(at)thl.fi 
Weekdays 8.00–16.15 

You can send us an encrypted message as a secure turvaviesti message, or you can alternatively use Suomi.fi Messages. The use of Suomi.fi Messages requires strong identification.

  • Go to the Secure e-mail
  • Enter your own email address to which you will receive a link.
  • Click on the link in your email and enter kirjaamo(at)thl.fi as the recipient's address.
  • NOTE! The message is transmitted securely only via a link, not with direct email address. The title of the message goes unencrypted so don't pass on sensitive information in the header. 

Go to Suomi.fi Messages
Instructions for using Suomi.fi Messages

Registry's fax: +358 29 524 6111
Forensic Psychiatry's fax: +358 29 524 7155

Contacting the Archives

Tel: +358 29 524 6112
Fax: +358 29 524 6111
Postal address: P.O. Box 30, FI-00271 Helsinki, Finland
Street address: Mannerheimintie 166, Helsinki
E-mail: arkisto(at)thl.fi