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Information security at the University

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Information security
Information security at the University

Information security is the responsibility of every member of the University community. The aim is to protect the University’s data, research materials, personal data and services from misuse, damage and data breaches. 

This page provides further details about information security collected from the Helpdesk site, Student’s digital skills and Flamma. You can find more help from this instructions site by using, for example, the search. If you cannot solve the problem with the instructions, don’t hesitate to contact the IT Helpdesk.

By accepting a UH user account, you also agree to comply with the University's rules for the use of its information systems.

Information security at the University: Remember at least these basics

Use the University’s services for work and study matters

  • At work, use your university username, email address and approved services.
  • Do not discuss work matters via your personal email.
  • Forwarding work-related emails – i.e. official emails – to an external address is always prohibited under the University’s email processing rules.
  • Avoid using your university email address on services outside the University.

Protect your username

  • Your password is personal; do not disclose it to anyone.
  • Use different passwords for university services and external services.
  • Always lock your computer when you leave it.

Handle data in accordance with its classification

  • Open and public data may be handled using standard university services.
  • Internal information and personal data must only be visible to those who have a right to access it on the basis of their work duties.
  • Confidential information requires special protection.
  • Confidential data must not be stored or shared without following the approved procedures.

Be cautious with email

  • Check the recipients before sending a message.
  • Do not open suspicious links or attachments.
  • Do not reply to spam.
  • If you accidentally receive a message intended for the wrong recipient, do not use its contents and notify the sender.

Personal data requires special care

  • Only process personal data to the extent required by your work duties.
  • Ensure that data is stored on approved systems.
  • Personal data must not be sent via unencrypted email.

Use cloud services correctly

  • Only use cloud services approved by the University.
  • Before storing data, assess whether the service is suitable for processing that particular data.
  • Particularly sensitive or confidential data must not be stored in cloud services without separate approval and a risk assessment.

The user is also responsible for the data

  • It is the responsibility of the data owner or processor to assess whether the data can be processed using the chosen service and who is authorised to access it.

Report any issues immediately to IT Helpdesk

Read more about information security guidelines on Flamma’s Information security page.

Secure use of university systems

Data protection measures, or information security mechanisms, are methods, systems and technical solutions.

The information security mechanisms in use at the University of Helsinki include, amongst others, MFA authentication, access rights management, file classification and security solutions for the Microsoft 365 environment.

Find out more about information security at the University of Helsinki on Flamma.

Data classification at the University of Helsinki

The national data classification model will be introduced in stages at the University of Helsinki

The data classification model common to all Finnish higher education institutions will be introduced in stages at the University of Helsinki. The data classification model outlines the classification of data and files processed in the activities of the universities, as well as the rules and restrictions on their use. During 2026, the model will be gradually introduced to the Microsoft 365 environment for all staff.

We will update the IT Helpdesk guidelines to reflect the data classification model during 2026.

Email encryption methods

Computer information security

Information security of mobile devices

Multifactor Authentication

Junk mail and phishing

Learn the differences between junk mail and phishing

Please note the differences between junk mail and phishing when reporting emails:

  • Junk mail is a generic unwanted email
  • Phishing is an attempt to steal a username or other information

Sharing and encrypting files

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The instructions site of the University of Helsinki's IT Helpdesk helps you with IT-related issues related to your work. Let us know how we can improve our instructions. We greatly appreciate your feedback!

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