Client data archive for social welfare services

Client data archive for social welfare services

The client data archive for social welfare services is a nationwide information system, enabling centralised electronic archiving of social welfare client data, as well as active use and permanent storage of the data.

The service can be deployed by social welfare service providers who are acting as client data controllers and implement electronic storage for client documents. The client data archive for social welfare services is a service used with the system that processes the client data in social welfare services. To use the service, the organisation needs to have joined the Kanta Services.

Information created in the social welfare services with respect to the client is recorded in the client data archive for social welfare services. Documents saved in the archive in stage I of the project are only accessible by the controller in question, but the client data will also be made available to other controllers at a later date. The client data is archived in a technical uniform format, which enables sharing of data between different systems. In the future, client data recorded by social welfare services will therefore be more widely available to the client and employees, and it can also be utilised, for example, in statistics and the development of services.


In public social welfare services, the controller of client data is the public administration organisation responsible for organising the services. A private service provider can act as controller of client data only in the case of privately implemented social services that are based on an agreement between the service provider and the client and when the client pays for the service themselves. If the client is using a service voucher, the controller of client documents produced in the service is the public administration organisation.

The client registers of each service purchaser or private service provider are part of the client data archive for social welfare services. Every controller is responsible for the contents of its own register. In changes in organisations, the controller must ensure that the controller details for archived data are amended to correspond with the altered situation.

Sharing of data

The client data recorded in the client data archive for social welfare services is only used by the controller in question in stage I, in which case the client’s consent to share the data is not needed. As the project progresses, client consents and refusals concerning the sharing of data and their management will also become relevant.

The log and monitoring services concerning client data in social welfare services will ensure secure and lawful use of client data. Log data is recorded of all use of client data to enable subsequent monitoring. It is important to remember that the use of client data must always be justified by the need of the data in client care. 

According to legislation (Personal Data Act 523/1999 and the Act on the Electronic Processing of Client Data in Social and Health Care Services 159/2007), clients are entitled to

  • verify the data that has been recorded of them in the client data archive of the social welfare services
  • find out who has used the data concerning them in the archive
  • demand that incorrect data is corrected.

Inspection and log data requests of social welfare documents are addressed to the controller of the data, i.e. the social welfare service provider under whose name the documents have been created and recorded. If there is an error in the data, the correction request shall be addressed to the controller who has made the error.

Authentication with an electronic signature

All sharing of data between social welfare services and the client data archive for social welfare services is encrypted. The user roles and rights of social welfare professionals using the client data systems are managed locally in the social welfare organisation. Persons using the client data systems are identified and they log in to the systems with the necessary smart cards, i.e. the SOTE professional card, the ID card for non-regulated healthcare workers and the ID card for non-clinical healthcare sector staff. 

Social welfare professionals use the SOTE professional card to log in. This card is personal and tied to the professional rights of the social welfare professional. The professional card enables reliable authentication and electronic signature. The implementation of data protection and information security in the Kanta Services requires strong electronic authentication. 
All documents sent to Kanta that have not been signed with a professional’s certificate shall be signed with the system certificate. The smart cards and certification services are provided by the Digital and Population Data Services Agency.  

Data contents

In stage I of the project, it is possible to record in the client data archive for social welfare services client data produced both before and after joining. The terms “old client document” and “stage I client document” are used for these. This client data recorded during stage I will not be accessible to citizens in My Kanta Pages at any stage.

At first, the archived data contents will vary between organisations. During stage I, an organisation can, for example, start recording client data produced in social welfare services with regard to all service tasks or archive them only with respect to a certain service task or client group. The data contents to be recorded must comply with the client data model for social welfare services.

Client data for social welfare services in My Kanta Pages

My Kanta Pages is an online service where citizens can browse data recorded by the healthcare services. Citizens can view the data recorded in the client data archive for social welfare services through My Kanta Pages in stage II of the project, and the other functionalities of the client data archive for social welfare services will be expanded in the later stages of the project.

Documents recorded in stage I and older documents will not be available in My Kanta Pages.

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Last updated 09.04.2020