Data transfers to Findata

_{24 March 2023}

The signature on the tool used to encrypt data before sending it to Findata has changed. We have published a new version of the tool with a new signature on 9 March 2023. If you have downloaded the tool from the transfer service Nextcloud before 9 March 2023, you need download the new version from siirto.findata.fi.

How do I download the new version of the encryption tool?

The tool can be downloaded just like the old version. The new version can be found under the Salaustyökalut folder with file name Findata Encryption Tool.exe in the Nextcloud transfer service.

What happens if I do not download the new version?

If you don’t download the new version, it’s possible that the tool will not work, depending on the settings of your computer. Even though the old version might still work after, we strongly recommend you to download the new version for security reasons.

Are there any changes to the way the tool works?

No, there are no changes to the way the tool works.

What does “the signature of the encryption tool” mean?

The encryption tool is signed using a digital signature. The signature tells the user that the tool is from a trusted source, similar to how a certificate on a website indicated that the website is what it says it is and that a third party has not modified or forged it. Certificates are typically valid for few years at most, which means they have to be renewed on a regular basis. The encryption tool Findata provides is made by CSC.

Findata’s contact person is the sender of the data request.

Provide in your message the following information:

• Data permit journal number
• Organisation from which the data will be transferred
• The person who will receive the potential target group
• The person who will deliver the extracted data to Findata

If you already have a Nextcloud connection, go to Encrypt the data and transfer it to Nextcloud

Before logging in to the service, find out the public IP address of your organisation for the network from which the material will be transferred.

The following addresses are not public and are therefore not suitable for the transfer of material:

• addresses starting with:
  • 10.
  • 192.168.
• or in the ranges:
  • 172.16.0.0 – 172.31.255.255
  • 224.0 – 239.255

If you do not know your organisation-specific IP address, contact your organisation’s IT support unit.

1. Log into the Findata customer service at asiointi.findata.fi
2. Go to the Data Catalogue tab
3. Under Apply for new access rights, select the form called New Nextcloud ID order
4. Complete and submit the form
5. If additional information is required for registration, our partner organisation CSC will contact you by email
6. When you receive a notification from CSC that a connection has been opened, go to the next section

1. Use your web browser to go to https://siirto.findata.fi/
2. Log into the Nextcloud transfer service
   • Log into all Findata services and systems using the same authentication method.
   • The front page shows a folder with the title of the data permit decision’s journal number. Verify that the journal number is correct.
   • Inside the folder is a file called journal_number.txt. Verify that the journal number is correct.
3. Create a new folder on your computer. Make sure that the folder is not accessible to persons other than those authorized to process the data.
4. Download the following three files from Nextcloud to this folder:
   • Findata Encryption Tool (found in folder named Encryption Tools)
   • csc.pub (found in folder named Encryption Tools)
   • the journal_number.txt file

To download the file, click the three dots after the file and select ‘Download’.

5. Compress all the files you want to transfer into a single .zip file and move them to the folder you previously created
   • Include in the .zip file the data descriptions
   • Include in the .zip file the data descriptions
   • Do not password protect the .zip files
   • Make sure the file is in the format specified in the data delivery request
   • Make sure that the file name does not contain spaces or special characters (/,? +) [). The following special characters are permitted: dots, hyphens, and underscores (.- _)
6. Open from the folder the Findata Encryption Tool
7. Select the file for encryption
   • The file you are encrypting is the zip file you created in step 5. Select a file by pressing ‘Select File’ (see image below)

8. Select ‘Start Encryption’ to begin the encryption process (see image below)

9. Two new files will have appeared in your folder on the machine:
   • one .c4gh file and
   • one .json file
10. Open the folder that matches the project’s journal number in Nextcloud
11. Upload both files you created in step 9 to that Nextcloud folder
12. Now, your Nextcloud folder should contain three files:
    • journal_number.txt
    • one .c4gh file
    • one .json file
13. Log out of the system.
14. Notify data@findata.fi when the data has been transferred.
15. Once the Findata processor has confirmed that your data has been transferred successfully, you must permanently delete all personal data from the extraction folder you created on your computer. Not therefore from the Nextcloud folder, but from the folder you created yourself.
16. Empty the Recycle Bin on your computer in case you’ve delivered personal data.

Provide in your message the following information:

• Data permit journal number
• Remote environment Kapseli code
• Your Nextcloud ID if you already have a Nextcloud connection.  
  • You can find your IDs by doing the following:
    • Log into your Nextcloud account.
    • Go to the profile icon on the top right.
    • Choose ‘Settings’.
    • Your ID ends in FINDATA.local.

If you already have a Nextcloud connection, go to Encrypt the data and transfer it to Nextcloud

Before logging in to the service, find out the public IP address of your organisation for the network from which the material will be transferred.

The following addresses are not public and are therefore not suitable for the transfer of material:

• addresses starting with:
  • 10.
  • 192.168.
• or in the ranges:
  • 172.16.0.0 – 172.31.255.255
  • 224.0 – 239.255

If you do not know your organisation-specific IP address, contact your organisation’s IT support unit.

1. Log into the Findata customer service at asiointi.findata.fi
2. Go to the Data Catalogue tab
3. Under Apply for new access rights, select the form called New Nextcloud ID order
4. Complete and submit the form
5. If additional information is required for registration, our partner organisation CSC will contact you by email
6. When you receive a notification from CSC that a connection has been opened, go to the next section

• Fill in the form below and submit it to Findata via Nextcloud in the same transfer folder together with the other files. Go to the next step.
• If you’re transferring data, submit its data description in the same transfer folder.

‘Files to be sent to Kapseli’ form (.docx format Word document, 28 KB)

1. Use your web browser to go to https://siirto.findata.fi/
2. Log into the Nextcloud transfer service
   • Log into all Findata services and systems using the same authentication method.
   • The front page shows a folder with the title of the data permit decision’s journal number. Verify that the journal number is correct.
   • Inside the folder is a file called journal_number.txt. Verify that the journal number is correct.
3. Create a new folder on your computer. Make sure that the folder is not accessible to persons other than those authorized to process the data.
4. Download the following three files from Nextcloud to this folder:
   • Findata Encryption Tool (found in folder named Encryption Tools)
   • csc.pub (found in folder named Encryption Tools)
   • the journal_number.txt file

To download the file, click the three dots after the file and select ‘Download’.

5. Compress all the files you want to transfer into a single .zip file and move them to the folder you previously created
   • Include in the .zip file the data descriptions
   • Include in the .zip file the data descriptions
   • Do not password protect the .zip files
   • Make sure the file is in the format specified in the data delivery request
   • Make sure that the file name does not contain spaces or special characters (/,? +) [). The following special characters are permitted: dots, hyphens, and underscores (.- _)
6. Open from the folder the Findata Encryption Tool
7. Select the file for encryption
   • The file you are encrypting is the zip file you created in step 5. Select a file by pressing ‘Select File’ (see image below)

8. Select ‘Start Encryption’ to begin the encryption process (see image below)

9. Two new files will have appeared in your folder on the machine:
   • one .c4gh file and
   • one .json file
10. Open the folder that matches the project’s journal number in Nextcloud
11. Upload both files you created in step 9 to that Nextcloud folder
12. Now, your Nextcloud folder should contain three files:
    • journal_number.txt
    • one .c4gh file
    • one .json file
13. Log out of the system.
14. Notify data@findata.fi when the data has been transferred.
15. Once the Findata processor has confirmed that your data has been transferred successfully, you must permanently delete all personal data from the extraction folder you created on your computer. Not therefore from the Nextcloud folder, but from the folder you created yourself.
16. Empty the Recycle Bin on your computer in case you’ve delivered personal data.