A social welfare service provider can also use Kanta to store client data that was recorded in client information systems before the client data archive for social welfare services was implemented. In this case, the data is stored in the client data archive for social welfare services as old client data.
Old client data can be saved regardless of whether the individual is still a client of social welfare services or not.
One exception are documents recorded and signed on social welfare services letterhead paper, which the social welfare service provider must keep in paper format for the time being, even if they have also been digitised and saved in electronic format.
Use of old client data
A social welfare service professional can view old client data in a customer service situation either through their client information system or a separate data viewer for old data provided by their system provider. In addition, a person acting in the role of Kanta archivist will be able to view the old client data in the Archivist’s user interface. For example, they can verify whether the data has been archived and, if necessary, invalidate old documents.
Old client data is mainly available only to the social welfare service provider whose register the data was stored on. It is only possible to disclose old client data through the Kanta Services to another service provider if the information is accessed with the social welfare authority’s extensive right to information.
Client data saved as old data is not visible to the customer in MyKanta. However, the customer has the right to request their client data from the social welfare services.
How to start archiving old client data
You can start saving old client data once your organisation has deployed the client data archive for social welfare services. If you have not yet deployed the service, please refer to the deployment instructions.
You can store old client data directly from the client information system into the client data archive for social welfare services if the archive is supported by your client information system. If necessary, discuss this with your system provider.
Check that the old client data is in the correct format. The requirements for old client data stored in Kanta are described in the metadata model for social welfare service documents (in Finnish).
If you store old client data in the client data archive for social welfare services using a different system than for other client data, use the notification of changes to technical information to notify Kela of the technical information of the system used for archiving the old data.