The City of Järvenpää wants to ensure that the information that decision-making is based on is preserved reliably and for a long time. The city was looking for a unified and modern system for archiving data and found a suitable solution from Profium.
The City of Järvenpää has decided to implement the electronic archiving service Profium Archive. The system's main user is Anne Alakallaanvaara, who serves as the development manager of the City of Järvenpää's decision-making support, document management, registry and archives.
"During the testing phase, certain needs were discovered that were not yet found in the service. Through discussions, the Profium Archive has been able to meet the needs of the City of Järvenpää."
"Information systems are often designed for today's needs, and tomorrow's needs have not been taken into account. Outdated systems still contain information that needs to be transferred as needed," continues Alakallaanvaara regarding the challenges of archiving.
The City of Järvenpää wanted to integrate different information systems to bring the data into one archive. They also want to transfer the digitized data to a Sähke2-formated archive, and the Profium Archive serves this need very well. Documentary information can have a very long lifespan, so the archive must support long-term preservation.
The Profium Archive is a safe and efficient solution for data management
The Profium Archive is a cost-effective and secure solution not only for public administration but also for various companies. It can be used to store a wide range of necessary materials securely and regardless of file format.
“The client can very precisely define who has access to which files. The data in the storage service is carefully encrypted and the servers are hardened.”
Electronic archiving is a requirement and possibility of the future
The City of Järvenpää wants to be a pioneer in electronic information management. It complies with the public administration's obligations to provide services electronically and reduce paper consumption. It also takes care of data protection, legal protection and historical documentation in accordance with the requirements.
"Information management is undergoing a huge revolution and legislation is constantly changing, and there are also a large number of recommendations regarding archiving," says Alakallaanvaara, continuing:
"We now have an electronic archive that meets all requirements and is safe and reliable. We no longer have to worry about information being corrupted or lost. That is the most important thing for us."
The electronic archive also enables information to be shared and utilized in a new way. Documents are transferred for archiving or destruction after the actual purpose of the information has ended, so the matter has been handled and the appeal periods for decisions have passed.
The City of Järvenpää transfers all documents related to decision-making and various services to its archive, which they are obliged to preserve and which also contain information about the history of the city. This information is part of the national cultural heritage, the preservation of which is guided by the National Archives. Alakallaanvaara feels that she is in the service of future history.
Electonic archiving saves time, money, the environment and work resources
Alakallaanvaara has worked with archives for decades and has seen how technology has changed the field. She says that before, information was on paper, which had to be organized, catalogued, stored and destroyed.
“Customers had to search for information on card files or microfilms, where information was entered by hand or with a typewriter. Later, information was transferred to various systems, which had to be maintained and updated. Information was scanned into them and documents were printed out for accounting purposes, among other things. Local archives stored documents in cages, which had to be kept for the period required by law,” Alakallaanvaara recalls and continues:
“Thanks to electronic archives, there is no longer any need to produce huge amounts of paper material, which gets transported by truckloads along the roads to be destroyed.”
Through the service, in the future the City of Järvenpää can:
- Find and access the information needed quickly and easily from one place
- Utilize the mass of information extensively and in a variety of ways for different purposes
- Speed up the processing of matters and improve the quality of service
- Secure information and data protection: define employee access rights, destroy outdated information and avoid the use of paper
The Profium Archive fits the needs of various different organizations and firms
The Profium Archive is not only a place to store contracts, but is suitable for all kinds of documents. In particular, documents containing personal data require legal and secure processing. Profium Archive ensures that the data is stored for the right time and destroyed in a controlled manner. The service also stores data processing logs, which provide a clear view of who has used the material.
The Profium Archive can also be customized according to customer needs. "We take into account customer requirements, for example in terms of service levels and availability of support services. We work flexibly according to customer needs and the service can be customized with the customer in mind. It can be equipped with features that the customer needs, as has been done for the City of Järvenpää," Profium's CEO Perttu Heinonen states.
The Profium Archive is an affordable and easy solution also for the private sector and small businesses.
The problem: The City of Järvenpää wanted to get rid of old and troublesome information systems that slowed down and complicated information management. The city needed one unified and secure system where all the necessary information would be easily accessible.
The solution: The Profium Archive is an electronic archiving service that meets the needs of the city. The archive manages the life span of the city's digital documents legally and reliably. The service was tailored to the city's wishes.
The benefits: The Profium Archive makes information management easy and fast. City employees can search for and use the information they need from one place. The Profium Archive also enables information sharing and utilization in a new way. The service saves time, money and the environment by eliminating the need for paper.
