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.

All client documents created in the social welfare services will be recorded in the client data archive for social welfare services. The deployment of the client data archive for social welfare services started in 2018. The service can be used by both public and private organisations.

There is no enforceable legislation with respect to joining the client data archive for social welfare services. The obligation to join the archive will be set out in the act on electronic processing of client data in social and health care services, which is undergoing a revision.

Users of the service

The deployment of the service is the responsibility of a controller, which can be a private or public service provider. A private service provider must have appropriate, valid licences or notices on acting as a social welfare and healthcare service provider. The service is deployed by a service organiser or by a private social welfare service provider who has a contract with the client concerning the provision of the service in question, and the client bears the cost of the service.

Functionalities are extended in stages

The functionalities of the client data archive for social welfare services are implemented in stages. In 2018–2021, organisations can start using so-called basic functionalities in accordance with stage 1. These are

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

Functionalities to be introduced in stage 2 as from 2020 include:

  • electronic signing of documents
  • mutual case
  • register access right
  • structured recording of client history entries.

The register access right enables electronic processing of client data between the service provider and the service organiser when the service is provided on behalf of the organiser. With the mutual case, the client documents can be recorded for several persons when the client in question is, for example, a family. Functionalities in stage 2 are described in the document “Sosiaalihuollon valtakunnallisten tietojärjestelmäpalvelujen ratkaisuarkkitehtuuri” (Solution architecture for nationwide information system services in social welfare, available in Finnish only).

Currently, documents stored in the archive are only in the controller’s own use. Later on, client data will also be available to other controllers when the data is needed and it is permitted to be processed. Client data is archived in a technically uniform format, which enables the transfer of data between different systems. In the future, client data in social welfare services will be more widely available to the client and employees, and it can also be utilised, for example, for statistical purposes and in the development of services.

In the later stages, the client data archive for social welfare services will enable sharing of documents, informing the client, consent management, and refusal to share data in the way they will be set out in the revised client data act.

Controllership

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 1, 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. 

Data contents

In stage 1 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 1 client document” are used for these. This client data recorded during stage 1 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 1, 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. In the service, clients can follow the processing of their case in social welfare services and view the documents that have been drawn up for them. Clients will also see when their account was opened and who is dealing with their case. Old documents and documents in stage 1 will not be shown in My Kanta Pages.

The preconditions for showing data recorded in the client data archive for social welfare services will be implemented in stage 2 in 2020. Showing client data in My Kanta Pages requires a criterion in legislation, and it is expected to be included in the new act on electronic processing of client data in social welfare and healthcare services.

National operating models

The social welfare and healthcare units using the Kanta services comply with harmonised national operating models. 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. Harmonised procedures and technically uniform recording of data in the client data archive for social welfare services enable utilisation of data in the client’s healthcare supply chain between different operating units.

Support in the development

Last updated 19.05.2020