Records and Data Collection for Preservation Through Integrations at Aalto University

In Finland, in addition to planning, records management often includes services such as the Registry and, in some cases, archival services, if the organization is responsible for preserving its own archives. The same professionals are responsible for both records management and archival planning, and both processes are regulated by national legislation.

In recent years, Aalto University has effectively promoted both digitization and lifecycle management of all information generated in operational systems and other key processes. Previously, fragmentation or multiple processing of information was a problem when operational systems were disconnected. Additionally, some processes still relied on paper due to long retention periods (e.g., payroll).

At Aalto University, the Records Management Service is responsible for maintaining the university’s records management plan and is therefore centrally involved in planning the sustainable preservation of generated information. This work is carried out in collaboration with the IT department and other university services.

In Aalto’s case, the Records Management Service also owns key infrastructures such as the digital signature system  Aalto Sign (Sarake), the records management system  SAHA (TWeb) , and the digital preservation and asset management system  Aalto Repo (Preservica).

These systems have been effectively integrated with several of the university’s key operational systems, and new integrations are being developed (e.g., digital degree certificates and acquisition records). New workflows have also been designed on the service platform (Salesforce), such as the university decision form, and future integrations are planned for research contracts.

The presentation analyzes the role of records management specialists and archivists in managing and guiding the information lifecycle, sustainable preservation processes, digitization, and systems architecture. A deep understanding of the information produced, its lifecycle, the need for archiving, and the systems used—as well as cooperation with other university services—is key to effective lifecycle management and digitization.