User regulations of the information network and systems

The operating rules for the data network and information systems of Omnia, the Joint Authority of Education in Espoo Region (hereinafter referred to as Omnia), are binding on all who have been granted the rights to use Omnia’s data network and information systems.

Omnia provides good and reliable equipment, data networks and systems that can be used flexibly and safely. In order to ensure the confidentiality, integrity and usability of the information, Omnia requires its users to comply with and accept these operating rules.

Credentials

The user is responsible for the credentials and related passwords the user has received and must change the passwords in accordance with Omnia’s instructions. Links to the operating instructions are available at the end of this page.

Credentials and passwords may not be disclosed to others. If the workstation is left unattended, the user must log out or lock the device to prevent unauthorised access to the workstation.

Access validity

The access rights are valid from the start of the employment or studies until the end of employment or studies. If the access rights were granted on a contractual basis, they will expire when the contract ends. Access rights to a particular system or resource may change or end if the user’s task changes.

Before the access rights end, the user must make sure to transfer and delete all data that the user possesses. The credentials of a user who is a member of the staff are automatically locked the day after the access rights expire. Students’ credentials will stop working 30 days after the end of their studies. All users’ files and emails will be deleted 90 days after the account has been locked, after which no data can be recovered.

Access rights

Accepting these operating rules creates the access rights. The rules are accepted in connection with the activation process of the credentials. Access rights are determined according to the person’s task to meet the current requirements. Different systems, devices and data networks may have instructions prepared by Omnia which the user should review before using them.

Restrictions on use

Using Omnia’s data network, information systems and credentials in violation of Omnia’s interest, legislation and regulations as well as good practices is prohibited. Private information must be kept separate from Omnia’s materials. Personnel should place their private material in folders named clearly to indicate the private nature of the folder’s content (e.g. private, yksityisasiat). This also applies to private email, which must be moved to similarly named folders.

Using cloud services intended for consumer use, unprotected flash drives and external hard drives to store confidential materials is prohibited. All confidential material must be placed in Omnia’s information systems. Omnia’s OneDrive, Teams and Sharepoint environments can be used to store information. However, information containing personal data must be placed in credentials-protected folders in the information systems intended for it, in accordance with Omnia’s data protection guideline.

Equipment and information systems must not be connected to Omnia’s fixed data network without permission from the information management. A wireless (wlan) network and a separately marked connection point (the RJ45 box) are reserved for personal devices and visitors’ devices.

Personal programmes saved in personal cloud storage or other medias which are not supported or accepted by Omnia’s information management (e.g. P2P programmes) must not be installed or used on Omnia’s IT devices.

In accordance with the needs of the teaching, software has been installed on classrooms’ student computers so that the computers can be controlled during teaching.

Ultimately, the owner of the data is responsible for the preservation of the data. Omnia does not compensate users for any damage or loss caused by using Omnia’s information systems or data network. The user support provided by Omnia is only available for Omnia’s devices, not the users’ own devices.

Operating rules and principles of use

All users must comply with these rules and the guidelines on data security and data protection. All workstations, IT services, IT systems and network-connected equipment acquired through Omnia and Omnia’s projects are covered by the rules. In addition, the operating rules must be observed in all other services and data networks, including federations, for which the user has been granted access rights and opportunity through Omnia.

The operating rules also apply to personal devices that are used at Omnia and which use Omnia’s network.

Purpose of use

Omnia’s equipment, information networks and systems are intended for the performance of work tasks assigned by Omnia or for study at Omnia.

Unauthorised use or other misuse

The access rights of any person who acts against legislation or these operating rules or whom can be reasonably suspected of violating data security or data protection may be terminated or restricted.

Any alteration of and damage to the connections of Omnia’s IT devices, disturbance of the data network or information systems, as well as disruption or prevention of operations is prohibited.

The Development Director decides on the restrictions of access rights on a case-by-case basis.  Cases requiring criminal investigation are submitted to the police for investigation.

Data protection

Special attention must be paid to data protection. Privacy protection must be respected, and storing, exploiting and sharing information that belongs to others and which you have obtained, even by accident, is prohibited.

Any unauthorised obtaining of information and even attempted invasion of directories or data networks is prohibited.

Maintenance

Each information system has an owner and a main user who are responsible for the operation of the system and the preparation of its operating instructions. Omnia IT is responsible for devices, data networks and information systems, with the exception of information systems that have been acquired as services provided by a third party or have otherwise been outsourced. Equipment and technical environments controlled by Omnia’s units are the responsibility of the units themselves.

The use of email and the data network as well as the employees’ email and other electronic communications are monitored with technical means. Any criminal activity, harmful operation and other possible misconduct will be addressed and, if needed, the data communications transmission information related to the misconduct and the personal data of the user(s) will be accessed in order to investigate the case. In order to perform their duties, Omnia’s IT maintenance personnel are authorised to monitor, restrict and regulate the use of information systems and the data network, and, if necessary, to copy, transfer and delete data on machines or in the network.

Concerning Omnia’s personnel, these operating rules have been processed in accordance with the Co-operation Act. These rules will be updated whenever there are changes in legislation or Omnia’s services. The latest version will be published on this page.