Client Data Archive for Social Welfare Services

Client Data Archive for Social Welfare Services

The Client Data Archive for Social Welfare Services is a service that enables active use and secure archiving of electronic client data in social welfare services.

In the Kanta Services, the client data archive for social welfare services is a nationwide service for entering electronic client data produced in the social welfare services. In the archive, social welfare professionals can easily see up-to-date data and use it when handling the client's case. The archive is a secure storage place for social welfare client documents.

Only social welfare client data can be entered in the Client Data Archive for Social Welfare Services. It is currently not possible to enter patient data produced in social welfare in the Kanta Services. Further information is available on the page Patient data in social welfare.

Client Data Act obliges social welfare professionals to join Kanta

As a result of the new Client Data Act

  • public and private social welfare service providers are obliged to join the client data archive for social welfare services.
  • it is possible to share social welfare client data between different organisations and between social welfare services and healthcare services when the client has given their consent for it
  • it will be possible for the client to view the social welfare data in My Kanta Pages.

Changes concerning social welfare services will enter into force in phases within the transition periods specified in the law.

The archive provides smoother processing of client data

When client data is archived in the Client Data Archive for Social Welfare Services,

  • it is more readily accessible to social welfare professionals
  • it can also be utilised by other service providers when taking care of a client
  • it is easier to transfer from one system to another as the data is recorded in a uniform way
  • it is available to knowledge management, development of services, and for research purposes.

In future, citizens will also be able to view the social welfare services data in My Kanta Pages, which makes it easier for them to take part in the management of their own affairs.

Functionalities of the Client Data Archive for Social Welfare Services

The functionalities of the Client Data Archive for Social Welfare Services are developed in phases. Service providers will gain most advantage of the archive when they deploy the functionalities of the latest phase.

Phase 2 functionalities of the archive improve the accessibility of data

The phase 2 functionalities of the Client Data Archive for Social Welfare Services are:

Social welfare service providers have been able to deploy phase 2 functionalities since 2020 if the client data system they are using supports the new functionalities.

Phase 1 functionalities of the archive can be deployed until the end of 2022

So-called basic functionalities in accordance with phase 1 of the Client Data Archive for Social Welfare Services include

  • 1. archiving of phase 1 client documents
  • archiving of old client data
  • retrieving client data from the archive for the controller’s own use.

It is possible to deploy the Client Data Archive for Social Welfare Services with an information system complying with phase 1 until the end of 2022.

Organisations that have joined the Client Data Archive for Social Welfare Services before beginning of 2023 can archive phase 1 documents until 31.12.2023. After that, it will only be possible to archive documents complying with phase 2 and old documents in the Client Data Archive for Social Welfare Services.

Controller is responsible for the data in the archive

The data entered in the client data archive for social welfare services belongs to the controller in whose register it is entered. Client data produced in social welfare services must be entered directly in the appropriate register in the client data archive for social welfare services. Every controller is responsible for the contents and correctness of their 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.

Controller is a public service organiser

In public social welfare services, the controller of client data is the competent authority responsible for organising the services. A public service organiser acts as controller also when the client visits a private social welfare provider, for example, with a service voucher.

Controller is a private service provider

A private service provider can act as controller only in the case of a privately implemented social service, which is based on a contract between the service provider and the client and which is paid by the client.

All private service providers must have appropriate, valid licences or notices on acting as a social care provider.

Data security and sharing of data

Client data in social welfare services can be viewed and used only when the data is needed in the management of the client’s affairs. When the data is viewed in the client data archive for social welfare services, it will always leave a trace. Log data is used in order to monitor that the data is used lawfully.  

Client Data Act brings changes to sharing of data

Currently, client data entered in the Client Data Archive for Social Welfare Services is only used by the controller, in which case the client’s consent to share the data is not needed.

As a result of the new Client Data Act, data can be shared with the customer’s consent

  • between social welfare controllers as from the beginning of 2023
  • between the social welfare and the healthcare services as from the beginning of 2024.

The client can have a say in the sharing of their data by giving their consent to data sharing and by denying their consent to data sharing.

Common operating models and recording

The healthcare and social welfare service providers using the Kanta Services comply with harmonised national operating models and methods. These include, e.g. harmonised recording practices, procedures in accordance with the self-monitoring plan in everyday tasks, principles of using and sharing data, and ensuring the functioning of Kanta Services in change situations.

In the process of deploying the Client Data Archive for Social Welfare Services?

Information about the deployment materials.

Read more

Last updated 16.05.2022