Registry office and Central archive

Registry office is located at the second floor on the university main building. Please schedule your visit beforehand with the registry office personnel. Outside office hours documents may be handed in to the services officers. The services officers' office is located on the ground floor of the university's main building and in the main lobby. Documents can also be dropped into the registry office's post box (next to the registry office's door).

The documents can also be sent by conventional post or by university internal post. The sender is always responsible for the delivery of documents.

Documents can be sent by e-mail or by fax to the registry office.

The sender of the documents is always responsible for the delivery of documents by fax or e- mail. Documents with deadline must be delivered to the registry in time for them to be processed (e.g. an e-mail can be printed) within the due date and time. If the university's e-mail or fax system is not working, or if the delivery time and date cannot be confirmed because of similar reasons, the document is considered to be delivered at the time it was sent.

If your electronic document contains sufficient information about the sender and there is no reason to doubt about alteration during transmission, you do not have to deliver a separate handwritten/paper document.

Documents with unidentified senders and contents of which cannot be processed are considered undelivered.

How to send your confidential documents

It is recommended that one does not deliver documents containing confidential information by e-mail or fax. Sending confidential email messages (eg. messages containing confidential personal or business information) with attachments to the University of Oulu is possible through a web-based secure mail service.

1. Open an address https://securemail.oulu.fi and register your email address. After registration, you will receive an email message containing a link to the securemail service. The registration is active for 10 days.
2. Write and send your confidential message through securemail.oulu.fi service. You can also add attachments to your message.
3. After the message is sent you will see a confirmation of the delivery. The recipient will receive your message marked as “confidential” and ”This mail has been delivered encrypted”.

E-mail attachments recommendations

If you send a document as an attachment to an e-mail, you should use one of the following formats: MSWord (.doc, .docx), .rtf, HTML or .pdf. If you use some other format for your document, we can not guarantee that the document can be processed (e.g. opened and printed) in the registry office.