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Tools and support

Tools and support

Tools overview / Public 360

Secure document storage

Learn how to store, send and publish your documents in a secure way for posterity.

Contens

1. Storing

2. Internal access control of documents at HiOA

3. Secure sending

4. Publicity and transparency

 

1. Storing

Did you know :
  • Public 360 is the only approved system for long-term storage and archiving of certain types of documentation
  • Professional systems such as FS and OTRS are currently only suitable for documents that are to be stored in a short-term perspective. Their contents will not be available for future generations.
  • Documents stored in Public 360 are available regardless of time, place and room.
  • By storing your research documentation in Public 360, not only do you meet the legal requirements, but you safeguard it for future research and contribute in spreading knowledge about it today. See also other guidelines for storing research material.
  • The shared directory K: is not suitable for storing documentation in a long-term perspective. Documents on K are, in principle, only available to you and your unit, and the guidelines for sorting/publishing and deleting what is contained here are scarse. Here you will find information about storing documents on K.
Important!

Be aware of where you store documentation of importance to HiOA. This affects both your colleagues and future generations

Learn more about which systems are the most suitable for the different types of documents.

 

2. Internal access control of documents at HiOA

  • Predefined access groups in P360 control who have access to which documents. For this reason, sensitive documentation of importance to HiOA should be stored here and not on K: or in OTRS.
  • Requirements for classifying something as sensitive information, and thus for allowing its concealment, are stated in the Freedom of Information Act and is limited to this. Study programmes or what you apply for / complain about is not considered sensitive information.
  • A document's status in P360 also determines who will has the right to access. A draft is only available to you and those you may collaborate with. The document will be made available to more  persons when you process it.

3. Secure sending

  • In line with the government’s digital directions, all mail to private individuals must be sent to the their digital mailbox. This is both resource-efficient and good for the environment! Create a digital mailbox on Difi's website you too
  • Public 360 supports delivery to digital mailboxes.
  • As of today, only requests to businesses may be sent by paper mail (or possibly by e-mail if the document does not contain sensitive information). Digital mail delivery to businesses will, if everything goes according to the plan, be in place by 2018.
Sensitive information:
  • NB! Sensitive information should never be sent by regular e-mail – which is not much safer than a postcard.
  • Your personal identification number must never be sent by e-mail.

4. Publicity and transparency

  • The Freedom of Information Act is an act regarding rights to access to businesses operated by government agencies in Norway. If the act does not permit the removal of information from public disclosure, the document is considered to be public.
  • As a case officer, you are responsible for evaluating whether your documents contain information that should be hidden from the public.
  • Any exceptions from publicity are reported as metadata in Public 360.
  • As a public institution, we are obliged to publish a public record of the documents that enter, are produced at and sent out of the university college.
  • The public journal provides the public with access to information about the college's case processing and general activities. It is therefore important that all public titles are descriptive, but without revealing sensitive information. Be aware!
  • Public 360 is the basis of HiOA's public journal which is published here.
  • Everyone can request access to HiOA's documents. It is you as a case officer / manager who are responsible for handling such requests within the deadline.
  • More publicity should always be favoured, so consider a partially granted access with redaction, rather than rejected access. The right to file an appeal applies to all decisions regarding access; if appealed, the decision must then be re-examined.

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