Discontinuation of a client or patient information system

A client or patient information system may be discontinued when systems are integrated, for example. The client and patient data in the system to be discontinued can be archived in Kanta as legacy data.

The data controller is responsible for the retention of old client and patient data. When these are stored in Kanta as legacy data (also called old data), responsibility for document storage is transferred to Kela. The data controller’s other duties remain unchanged. Once the old documents have been archived, they can be deleted from the source system.

Legacy client data and legacy patient data are archived in Kanta as follows:

  • The Patient Data Repository is used to store the data as old patient data
    • health care patient data, oral health care data, occupational health care data
    • patient data recorded in connection with social services provision. 
  • The Client Data Repository for Social Welfare Services is used to store old social welfare client data.

However, legacy imaging data or administrative data content, such as log files, cannot be stored in Kanta.

What to do when a system is discontinued 

When a system is discontinued, the data it contains will be archived in Kanta in stages.

Assess the current situation 

The system may contain patient data, social welfare client data, and administrative data. Review the data in the system and describe the target state for archiving. This target state may be described in an information management plan (known in Finnish as a ‘TOS’) or an archive creation plan (or ‘AMS’). Consider these points in the plan:

Archiving principles for social welfare documents are described in chapter 11.5 of the Kanta Services Manual (yhteistyotilat.fi, in Finnish only)(opens new window).

For policies regarding legacy data and for resolving content issues, please contact THL: sotetiedonhallinta@thl.fi. 

Planning

  1. Select a system provider for the legacy data archiving project. If necessary, put the project out to tender. 
    • When entering into an agreement, make sure to ensure access to legacy data in care or treatment situations and when responding to data requests from clients. 
  2. Ensure that during the project you have sufficient knowledge and understanding of the data and its processing in the system being discontinued. Allocate sufficient resources to the project.
  3. Prepare a schedule. 
  4. Find out about the available options for archiving administrative data. 

Archiving

  1. Register for the Patient Data Repository or the Client Data Repository for Social Welfare Services if this has not already been done. Further information on registering for the services:
  2. Agree with the system provider on data collection and dataset formation. The system provider is to collect the legacy data from the source system and create a dataset as per the specifications given. 
  3. If the ultimate goal is to discontinue the system, ensure, if necessary, that administrative data are also archived.

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Accessing the data after archiving

A carefully compiled information management plan (TOS) or archive creation plan (AMS) helps to access data later. 

Legacy data can be accessed in treatment and service situations through an applicable IT system or separate viewer provided by the system provider. The Kanta Services do not provide a viewer for accessing legacy data.

Ensure that all personnel have sufficient competence in accessing legacy data. If necessary, consult the system provider for further information and training.

As the data controller, you must be able to correct or invalidate the data for which you are responsible and to respond to data requests. The Archivist user interface only allows you to view and invalidate documents. A separate system is required for making corrections to documents; please contact your system provider for this. 

After a successful archiving project, you can, if you wish, discontinue the previously used information systems and databases.

Last updated 16.9.2025