Description of Public Access to Documents

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1 Content and purpose of the description of public access to documents

Pursuant to section 28 of the Act on Information Management in Public Administration (906/2019; Information Management Act), in order to implement the publicity principle, the information management entity shall maintain a description of the information pools and case register managed by it.

The information in the description of public access to documents enables the public and interested parties to make more detailed requests for information as required by section 13, subsection 1 of the Act on the Openness of Government Activities (621/1999). A request for information shall be sufficiently detailed, so that the authority can determine which document or documents the request concerns.

The purpose of the description of public access to documents is to provide an overview of the information management and case register of the information management entity. The Supreme Administrative Court is the information management entity referred to in the Information Management Act.

The case register consists of different parts of the information management entity’s case management system and the information pools it is responsible for. The case register is a logical information pool that contains several information pools, which consist, on the one hand, of registration data recorded in the case management and information systems and, on the other hand, of datasets and documents in both digital and paper formats. The search terms for datasets and documents vary between the different parts of the case register and the information pools. The information that facilitates the submission of requests for information is described on a dataset-specific basis in the description of public access to documents.

2 Conditions for disclosure of information

If the document is public and no other circumstances restrict the disclosure of the document, the person making the request for information need not justify the request or state the purpose for which the information will be used.

When requesting access to a secret document or a document from which information can only be disclosed under certain conditions, the use to which the information is to be put must be declared. In addition to information on the use, the Supreme Administrative Court may need other information in order to ensure the legality of disclosure. For example, the disclosure of documents containing personal data may require the person making the request for information to explain what arrangements have been made to protect personal data (Act on the Openness of Government Activities, section 13, subsection 2). The mode of access requested to the information may also affect what additional information is needed (Act on the Openness of Government Activities, section 16).

There is often a need to ask further questions in connection with the fulfilment of a request for information, so the provision of contact information may speed up the processing of the request. However, a request for information can be answered even if contact information is not given if the information can be provided free of charge.

The requested copy or printout of the document can be delivered either electronically or on paper. A fee may be charged for the printout or copy regardless of the mode of disclosure. Information that cannot be disclosed electronically or in paper form can be accessed on the premises of the Supreme Administrative Court.

For more information on the grounds for fees charged for providing information, see the Decree of the Ministry of Justice on fees charged for the performances of courts and certain judicial administration authorities in 2025–2027. (Decree 1022/2024 is available in Finnish on Finlex)

3 Making a request for information in practice

Requests for information addressed to the Supreme Administrative Court are accepted by the Registry:

Street address: Fabianinkatu 15, 00130 Helsinki
Switchboard: +358 29 56 40200
Fax: +358 29 56 40382
Registry: +358 29 56 40260
Email: korkein.hallinto-oikeus(at)oikeus.fi

The Registry of the Supreme Administrative Court is open on weekdays from 8.00 a.m. to 4.15 p.m.

The Registry of the Supreme Administrative Court provides access to documents free of charge from 8 a.m. to 4 p.m. You should book an appointment with the Registry well in advance to allow for the retrieval of the material. You can request a copy of the accessed documents from the Registry. A fee may be charged for copying (for the basis of fees, see section 2).

For more information on the exercise of the data protection rights of the data subject, see the privacy statements of the Supreme Administrative Court.

4 Responding to a request for information

Access to a public document shall be provided as soon as possible and in any case in two weeks from the request for information. If the consideration and decision of the matter requires special measures or an irregular amount of work, access to a public document shall be given or the matter decided within one month of receipt of the request for information (Act on the Openness of Government Activities, section 14, subsection 4).

5 Request for access to secret datasets

If access is requested to a secret document or dataset, obtaining the information requires official permission (Act on the Openness of Government Activities, section 28). Unless otherwise provided in an Act, an authority may, on a case-to-case basis, grant permission to gain access to a secret document for purposes of scientific research, statistical compilations or the preparation of official plans or studies, if it is obvious that access will not violate the interests protected by the secrecy provision.

When requesting access to a secret document, the applicant must declare the use to which the information will be put. The applicant must ensure that the necessary measures are taken to protect the data from unauthorised access, disclosure and other unlawful processing. The permission cannot be granted if there is reasonable doubt about the applicant’s ability to protect the information.

A petitioner, an appellant and any other person whose right, interest or obligation is concerned in a matter (a party) shall have the right of access, to be granted by the authority which is considering or has considered the matter, to the contents also of a document which is not in the public domain, if the document may influence or may have influenced the consideration of his or her matter (Act on the Openness of Government Activities, section 11). The purpose of publicity to interested parties is to safeguard the party’s own legal protection when an authority is making or has made a decision on a right, interest or obligation concerning the party.

6 Information pool for judicial matters

6.1 Purpose of the information pool

The information pool is maintained for the processing and monitoring of the court’s judicial proceedings.

Information on matters that have been and will be processed, the parties involved, the stages of processing and documents related to the processing of the matter, as well as information on the decision on the matter is recorded in the information pool.

6.2 Datasets in the information pool

The information required for the processing of a judicial matter is stored in the information pool, such as the unique record number identifying the processing of the matter, the case title, the parties, the decision of which review is being requested, the interim measures taken in the matter, the documents drawn up in the matter, the stage of the processing of the matter and the information on the decision.

Access to a document is provided as soon as possible and in any case in two weeks from the request for information. If the consideration and decision of the matter requires special measures or an irregular amount of work, access to a public document is given or the matter decided within one month of receipt of the request for information.

6.3 Search terms

Information can be retrieved from the information pool for judicial matters using, for example, the matter’s identifier (record number or decision number), type (application, administrative dispute, appeal), task category or title. Searches can also be made by document type or title. It is also possible to retrieve information from the information pool by searching for a party. When making a request for information, the matter or documents should be specified in as much detail as possible, such as by the identifier, date and the title of the requested documents, if known. This often facilitates the identification of the requested document, the processing of the request for information and the disclosure of the information. You can also ask the Supreme Administrative Court for the record numbers of matters so that you can request access to specific documents. The record numbers can be listed by identifier, title or parties to the case, for example.

6.4 Information systems

The information pool for judicial matters consists of the case management systems of the Supreme Administrative Court, which include the Haipa system (the electronic case management system for administrative judicial matters), the IBM Lotus Notes-based case management system, as well as the payment system for legal aid fees (Romeo) and the Audico courtroom audio recording system.

Documents belonging to the information pool for judicial matters are stored in supervised and access-managed online environments and premises.

6.5 Availability via API

The information is not available via API.

7 Information pool for administrative matters

7.1 Purpose of the information pool

The information pool for administrative matters is maintained for the purpose of case monitoring. Administrative matters are divided into general administration (e.g. court management and issuing opinions), HR matters (e.g. recruitment and management of employment relationships), financial matters (e.g. financial planning and administration of the court), information management matters (e.g. requests for information) and legal matters (e.g. claims for the adjustment of payments).

Information on matters that are being or have been processed, the stages of processing and documents related to the processing of the matter is recorded in the information pool for administrative matters. The case register is maintained for the purpose of document publicity, the identification of requests for information, the structuring of documents and other corresponding information, the organisation of measures related to case processing and the monitoring of case processing times.

7.2 Datasets in the information pool

Information on the party instituting the matter, the category of the matter and the information identifying the type of matter is recorded in the information pool on administrative matters. In addition, information on any interim measures taken in the matter, such as reports or statements, and information on the decision or other measure concluding the matter, is recorded in the information pool. The information recorded about documents consists of the type or title of the document, its time of receipt or creation, the sender, author or approver of the document and its method of receipt.

7.3 Search terms

Searches from the information pool for administrative matters can be made by, for example, the case identifier (case ID / record number), the type or title of the document, or information about the parties. When making a request for information, you should indicate the date on which the document was issued or the matter instituted, if these are known. Such information often helps to identify the requested document. You can also ask the Supreme Administrative Court for the record numbers of matters so that you can request access to specific documents.

7.4 Information systems

The information pool for administrative matters consists of the HILDA case management system (Fujitsu CaseM) and the Haldi case management system (IBM Lotus Notes) as well as operative central government HR and financial administration information systems such as Kieku, Handi and M2. The HILDA case management system has been deployed in stages in the Supreme Administrative Court as of 25 January 2023.

Documents belonging to the information pool for administrative matters are stored in supervised and access-managed online environments and premises.

7.5 Availability via API

The information is not available via API.