Name of asset
Description of asset
Purpose of data
Abios - Authentication by interview
Personal data including name, address, date of
Personal data of customers held for application and provision of passport process in particular the
operating system.
birth.
interview process.
Access Control System (ACS)
Database containing information around individuals Maintain ACS records, controls access to buildings.
for the Access Control to IPS buildings.
Access HR Database
HR data taken from Adelphi, number of staff,
Manipulation of HR Adelphi Reports. To run reports, extracting data and manipulating cuts of data that
leavers, joiners, FTE, absence, LM etc
al ow PQs and FOIs to be answered quickly.
Activity Based Costing models and
Survey of how multi-function police personnel
Col ation of survey results for analysis and distribution.
Datasets
spend their time and costing data broken down by
output (rather than functional silo).
Adelphi systems
ERP system which administers HR, finance and
Carries out a range of fiance, HR and procure to pay functions
procure to pay functions within the Home Office.
Applications for recruitment
Names, addresses, email address, date of birth, NI Held for Home Office HQ. Information is held for 1 year to ensure that any feedback is given.
numbers.
ARG corporate risk tool
Database - record of IPS risks from across the
Risk Management with associated audit trail and analysis.
business.
Animals Scientific Procedures
Electronic database for recording details of
To aid the Home Office in fulfil ing its role as a regulatory body.
System database
licenses granted under the Animal (Scientific
Procedures) Act 1986.
Asylum support appeals database
Records of asylum appeals.
To assign reference numbers to all asylum appeals cases and record them.
ASYS
Asylum Seeker personal data.
Asylum Support Maintenance.
ASYS Data Analysis System (ADAS) Administrative data extracted from the ASYS
Statistical and data quality analysis in preparation for publication of statistics.
database of asylum seekers supported by UKBA,
including biographic details where necessary.
Atkins Computer Aided Facilities
Facilities Management system.
To assist in management of estates facilities.
Management (CAFM) System
Balance Sheet Reconciliations
Balance Sheet Reconciliations for Other Debtors \
Financial Assurance.
Creditors (inc all Payroll and Staff Debtor Balance
Sheet Accounts).
Building Passes
Staff name, Date of birth, Building of Work
Control Access to UKBA Buildings.
Business continuity and duty officer
What to do if key buildings are compromised or
Guidance on what to do and how.
plans (Disaster management plans)
unusable.
Page 1 of 9
Name of asset
Description of asset
Purpose of data
Business Management Office
Name, address, postcode, telephone numbers,
Staff personnel records, Shared Services Directorate
dataset.
driving licence, date of birth, NI Number and
employment records, sick absence records and
Pay details.
Business Objects
Management information tool for all areas of the
To produce management information from CID.
business.
Carson Wagon Link
Travel Service data
System used to book travel services.
Change of employer database
Administrative data extracted from the UKBA case
Administrative data on Overseas Domestic Workers relating to change of employers.
Information database system.
CID
Passenger name, Date of birth, nationality. Arrival
Recording of arrival, detention, removal and case outcome. Producing all necessary paperwork.
details. Temporary admission address. Detention
details Refusal reasons. Diary actions. Notes.
Removal details. Photograph.
COI data
Tracking data on marketing campaigns for various
For a short term project on the allocation of the marketing budget.
government departments, collected by the COI.
COLIN
Press Office database for logging cal s with media
To assist press officers dealing with media queries and record actions taken in relation to media queries.
and responses issued to media.
Comsec Database
Database.
Auditing of Accountable Assets.
Copies of index cards, paper and
Personal customer data including name, date of
Customer records that pre-date the PASS system. Used to confirm previous passport details for range of
microfilm
birth, place of birth, maiden/previous names,
external agencies - FCO, Courts, police etc. Archive records.
national status (after 1963), passport number, date
of issue, issuing office, previous passport details
including number, date of issue and issuing office,
name and address.
Correspondence Tracking System
An office wide system, running on the POISE
To track and manage all correspondence, and provide management information relating to performance
infrastructure, for the tracking and management of
against targets.
al incoming correspondence (Ministerial and
public), and public emails.
Credit Card Payments
Customer credit card details
Passports fee payments
CSA exercises: personal data held in Name, National Insurance Number/employee
Running Core Skil s Assessments for promotion to G7 and HEO grades.
relation to candidates scores.
number, exercise. scores
Customer Correspondence Team
Applicants' names and addresses, customers
Paper records are kept for a total of 12 months before being securely destroyed.
letter, emails and complaint information.
Customer Relationship Management Police Conviction Information, matches against
For the issuing of Disclosures under the Police Act Part (V).
System (CRM)
government lists, DOH, DCSF, List 99, POVA and
POCA. Protect (Personal Data IL2), which includes
applicant Name, Date of birth, Address history,
Place of birth, Alias Names, Gender, NI Number,
Driving Licence number, Passport Number.
Page 2 of 9
Name of asset
Description of asset
Purpose of data
Data View production databases
A set of 8 inter-connecting databases that produce Provide single source of Hannigan-compliant HR data for key performance indicator reporting across the
anonymised Office of National Statistics and
Department and its businesses on a monthly basis.
Cabinet Office compliant HR data.
Database of HODS members
Personal details - addresses, emails, disabilities
Membership - targeted mail outs, information sharing.
Database of Home Office public
Name, date of birth, work address, home address,
The departmental register of its public appointees.
appointees
remuneration.
Datawarehouse
Management information system used for reporting Subset of CRM Data for Management Information and reporting.
and MI, Subset of data from CRM.
DIMIS (Drug Interventions
Holds semi-anonymised information about
To provide performance monitoring and management information for the programme.
Management Information System)
individuals' mandatory drug tests and interaction
with the drug interventions programme.
DIP Management Information
Information held on the criminal justice
Monitoring and Research.
interventions relating to drug misusing offenders
Disputes Team
Names, Date of birth, place of birth, address
To resolve disputes on disclosure information.
details, conviction information, PNC IDs, police
force addresses, contact numbers, applicant
photographs, Registered body name, address and
signature.
Drug Licensing Database
Full contact details of each company premises and To monitor those companies who are allowed/licensed to possess and/or produce and/or supply
the schedule of drugs each premise is allowed to
controlled drugs. The database also monitors all imports and exports of controlled drugs.
possess and/or produce and/or supply and also
details of al imports and exports of controlled
drugs (details of companies involved both here and
abroad).
Drug user data
Date of Birth, PNC ID, Positive Drug test details,
Analysis to support development of Drugs PSA.
(no name data).
1. DSU Database 2. (archived
Personal Data relating to applications for National
1. National Security Vetting, Baseline Personnel Security Standard and pre-employment status checks
precursor) 3. DSU registry
Security Vetting and Baseline PersonnelSecurity
2. Security vetting 3. Tracking personal files
spreadsheet
Standard
DV and SC IPS clearance
Information regarding Staff DV and SC clearance
Management information for clearance dates.
Spreadsheets
Dates.
E Learning User registration
Personal details - name, work address, contact
To enable CLD to record and report on usages of E Learning.
details.
Early Departures Cost Database
Lists of (ex) staff and costs of Early Departures,
To monitor and manage the Early Departures Utilisation Cost Budget.
month by month, from 07/08 onwards
Page 3 of 9
Name of asset
Description of asset
Purpose of data
Electronic and paper based
Paper System holding 2004 – April 2007. Indexed
To hold the records implicit in the ADR (Annual Data Requirement) for notification of Homicides,
folders with Homicide Victim and Suspect details
potential homicide/ additional information/confirmation of outcome of cases to the Home Office. Two
with court outcomes, if any. The former were all
databases holding information submitted by police forces in England and Wales relating to offences
sent in from the forces electronically or by paper
initially recorded as homicide between (I) 1946 and 1976, and (i ) 1977 to present (incl. British Transport
Police, from 2002/03 financial year, where the offence was committed within England and Wales).
Contains information about the cases, including court outcomes. The data are used to produce a chapter
in an annual Home Office Statistical Bulletin, with the most recent available at
http://www.homeoffice.gov.uk/rds/pdfs09/hosb0209.pdf.
eMIU
Name/Date of birth/Nationality/Address/Employer
Midland Intelligence Unit management information database: contains records of subjects and/or
Name/Employer Address/Research results/Outputs business which have been reported to MIU by members of the public.
- IR/AL reference numbers/Allocated Officers etc.
EPA1 - electronic passport
Personal data held electronical y but not
Personal data for requesting a passport application form for completion.
applications
transferable and no removable media.
Equal Opportunities Diversity
Grade, age, gender, working pattern, ethnic origin
To monitor the level of participation in training.
Monitoring Forms
disabilities, religion or belief, sexual orientation.
Equifax
Address Data.
To check whereabouts of applicants.
Excel and Access databases for
Personal and contact details, postings, skills data,
To track and monitor individuals on various programmes.
Development programme staff (SCS, training, PDR data, costs, etc.
G6/7, Fast Stream and IDP,
Secondees and attachments)
Expenses forms for Private Office
Name, addresses, email, postcode, national
Private Office Expenses Forms.
insurance number, bank details.
File Tracking
File locations, Home Office reference numbers,
Track Home Office files in and out of offices. Request files. Monitor file locations.
personal data, immigration data.
Fingerprints( Part of CRB Exceptions Applicants Name, addresses, Date of birth,
To resolve Exception cases.
Team)
photographs, PNC ID.
Firearms Licensing database
Names, addresses, type of licence issued.
Issue of authorities under Firearms Acts.
FOI case Register
Database holding a record of Freedom of
To enable the tracking, monitoring and analysing of all Freedom of Information cases received by the
Information cases received by the department.
department.
FRS
Flexible Reporting System.
Management Information.
FRS (Facial Recognition System)
Biometric facial images together with basic
Fraud Investigation.
biographical details of subjects.
G6 G7 Talent Management Process Progress reports to the HOB and related
Monitor talent management process.
Information
Programme Boards.
Gateway Reviewer Details
Gateway Reviewer Application Forms and CVs that To appoint individual Reviewers to Review Teams.
contain contact details, career histories and
potential y NI Numbers.
GBIQ
Address Data.
Check whereabouts of applicants.
GLOBE
Basic personal details together with passport
Records the consideration and decision making process of work permit applications. Used by SLU in
number, qualification details etc.
assessing potential sponsors.
GPC statements
Name, credit card details, business address.
Held for audit purposes and for answering PQ's and FOI's.
Group Risk Register
A record of risks detailing dates, ownership, RAG
To provide central record of group risks.
status/rating and mitigating actions agreed, register
is refreshed monthly.
Page 4 of 9
Name of asset
Description of asset
Purpose of data
HMIC Personnel Database
HMIC staff or secondees' personal information.
Staff and organisational management.
HOPG Strategy Team Database
The database combines information from other HO To inform strategy planning of type HO Family's estate.
/ OGC sources on estates.
HQ HR Data manipulation Access
Information extracted from Adelphi and used to
Provide HR staffing information for Senior Leaders (HOB), and for internal and external reports. External
database
manipulate it into the required data sets.
e.g. Cabinet Office and ONS.
HR Business Partner Database
Disciplinary data on employees (warning/dismissals To record disciplinary information on employees.
etc).
HR Database
Personal data, post data, position data and pay
Used to record and report on staff information and also to pay staff.
data.
HR Directorate Budget Models
Excel spreadsheets showing budget forecasts in
To manage the HR Directorate Budget and show present and forecast financial position.
each HR Unit, consolidated at 2 levels. Some of
them include monthly pay costs of individual staff.
HR Pay and Contact Centre
employee details, e.g. name, NI number, work
Management and tracking of core HO employee's HR queries and transactions; production of service MI.
Database
phone, location and nature of query or transaction.
Also contains resolution data.
HR Recruitment and Redeployment
Personal Information e.g. name, NI number and
To record and monitor data relating to recruitment campaigns, pre-appointment checks and
database
statistical data.
redeployment of staff.
ID card system
Home office ID card system.
Home Office ID card system for staff passes.
Idealist System database
Names, addresses, Date of birth, types of animals
Record of personal details of animals licence applicants and related data.
experiments and severity limits.
IDIS/GENiE
Personal details of applicants, photographs, case
To produce UKRP vignettes for casework.
type and outcome.
Immigration Casework Analysis
Administrative data extracted from various UKBA
Statistical and data quality analysis in preparation for publication of statistics.
System (ICAS)
systems, including biographical details where
necessary.
Immigration Research and Statistics Details of enquiries made, the response given and
Management information analysis and reference regarding enquiries dealt with by staff in IRS.
Enquiry Database
contact details for the enquirer, including name,
address, phone number and/or e mail address.
Independent Complaints Mediator
Applicants Name, addresses, Date of birth, NI
To resolve complaint cases.
Number, Passport numbers and PNC information.
Information created by Crime and
Information created by Crime and Drugs Resources To support delivery of Crime and Drugs Strategy Directorate Objectives.
Drugs Resources Unit
Unit to support delivery of Crime and Drugs
Strategy Directorate Objectives, including the Unit's
Business Plan.
IPS CSS Sample Extract
Extract of demographic and contact details of
Telephone interviews are undertaken by a commissioned research agency with a selection of the
c.7,500 people who have had passports issued
contacts provided to determine their levels of satisfaction with the service.
within the 4 weeks prior to the extract.
IPS database of
Database relating to names and dates of birth for
Professional accreditation.
ACFS/ACFMqualified staff
IPS staff who have been successful in fraud
accreditation courses.
IPS Security Check Lists
Information regarding Staff Security Check Dates.
Management information for Clearance Dates.
IWCPU Database
Employer and employee information for illegal
For caseworkers to progress civil penalty claims against employers.
working.
Page 5 of 9
Name of asset
Description of asset
Purpose of data
Key contact details for Passport
Name, work phone number, work email address.
To enable the Account Management Team to maintain effective stakeholder management with key
Validation Service/Omnibase
contacts within customer organisations.
customers (both Private and Public
Sector)
Labour Force Survey (LFS) Data
Labour Force Survey data on the socio-economic
Analysis of the labour market and socio-economic characteristics of the population.
characteristics of the population.
Learning management system
Name, NI number, courses attended.
Used to record and report on training information.
Licence application records
Names, addresses, Date of birth, etc.
Application purposes.
Local HOSDB staff details and
Staff details.
Staff details for purposes of contact in case of emergency, employment history at HOSDB and learning
LandD database
and development records.
Manual (Part of CRB Exceptions
Applicants application form ,conviction details PNC To aid the production of manual disclosures.
Team)
ID, Local police force details.
Staff gym membership databases
Contact details and Date of birth. Membership
Storing membership records of members of staff gym.
and paper membership records
record including start date and expiry date,
membership type and method of payment.
Merlin database and CDs
HO Accounting Data (BASS) pre-May 2004.
PQs, FOIs, HMRC queries, back-up.
Metastorm BPM.
Employer, company and migrant information.
Casework consideration and recording of issue of CoS.
Monthly Payroll Costing Data
To enable monitoring by Head of Units.
MPs Hotline Database
Names and contact numbers of MPs and their staff. To maintain a record of conversations with MPs and their staff, and any action taken as a result (UKBA).
Mutual legal assistance and
Paper and IT Records.
To fulfil the Secretary of State's statutory responsibilities in respect of mutual legal assistance and
extradition requests
extradition.
NODE
Address, target time and date, officers on visit,
To store information on police callouts and all visits including prison visits.
outcome of visit and debrief notes.
Offenders Index extract
Name, Date of birth, Criminal records.
For the purpose of Analysis.
OmniBase
Photograph, signature surname, forename, Date of To provide Immigration Officers with details of UK Passports .
birth, and other information contained in the
Passport and application.
Overtime claim forms for Private
Name and NI number.
Held for audit purposes/checking
Office
PACS - passport application and
Personal customer data including name and
Customer data for tracking and responding to customer complaints and correspondence.
complaints system
address. Personal data held electronically but not
transferable and no removable media.
PASS - passport application system Personal data including name, address, date of
Personal data of customers held for application and provision of passport process.
birth.
Passenger movement information
Passenger travel document information (TDI) and
To check passengers travelling to and from the UK against border agency watch lists.
and border agency watch lists
some booking information (OPI), watch list extracts
and Service Information (SI).
Pay Award Database
Staff data.
To calculate annual pay award increases for staff.
Pay extract data
Name, NI number, grade, pay info, address.
To enable checking of extract information and then posting to HOPS via Webshare.
Pay monitoring data
Name, grade, NI number and details of pay
To enable volume of pay queries and transactions to be controlled and planned and to monitor response
query/change.
times to SLA measures.
Payrol Data
Personal and financial.
Calculation and reporting of monthly pay for Home Office, Prison Service and NDPB staff.
Pensions Administration
Personal, financial and employment.
Calculation and communication of Pensions awards.
Pensions Data and Information
Personal, financial and employment.
Communication of Pensions Data.
exchange
Personal details for recruitment
Information is kept regarding dates of birth, full
In order to recruit contract and agency staff to the programme we keep personal information to send
purposes
names and copies of passports.
someone through security clearance processes.
Page 6 of 9
Name of asset
Description of asset
Purpose of data
Personal details of asylum support
Gives up to date information of asylum seekers' support.
Personal Information relating to staff Name, NI Number and the amount that the
To check the eligibility of new joiners to the scheme and monitor take up
who use the Home Office Childcare
member of staff wants to take in the form of
Voucher Scheme
Childcare Vouchers.
Personal information sent by those
Examples: written request for information bearing
To verify that those making subject access requests are who they claim to be.
making subject information requests home address, cheques, driving licenses,
to the Home Office
passports, utility bil s.
Personnel Files, Sick Absence
Personal details including name, address, Date of
Personnel records/Management Information.
Records, Job applications and
birth, NI number, telephone numbers, employment
Security questionnaires
records, medical records.
PNC data extract
Individual Characteristics and criminal record
For the purpose of Analysis.
PNC data on mobile phone theft in
Data on theft of mobile phones in London since
To complete a short term (now finished) project on the effectiveness of the mobile phone blocking
London
2001 by month and borough.
system.
Police Grant and Pensions
Policy formation for police funding and police
Inform police pay.
pensions.
Police Injury Benefits data
Name, Date of birth, Individual characteristics,
For the purpose of Analysis.
injury details, Circumstances of injury, Injury
pension award.
Police Productivity Data
Combination of Police ABC data and detections
Analysis of relative productivity between forces.
data - cross force comparison of results.
Positive Futures contacts database
Project manager's names, project's addresses,
Contains contact details on all Positive Futures managers.
project's phone numbers. fax numbers, email
addresses and mobile numbers for managers.
Pre-Employment Check Data Base
Information regarding staff pre-employment
Management information for pre employment checks.
checking.
Pre-Employment Check Interim
Access database.
Pre-employment checks including right to work in the UK.
Database
Private Office Staff information for
Name, phone numbers, NI number, date of birth,
Held for business continuity purposes.
Business Continuity Plan
security clearance level.
Return of Procedures database
Names, addresses, numbers of animals used in
Compilation of annual statistics.
scientific procedures.
RGS Quarterly reports / SLAs/Plans Quarterly reports and plans for the unit measuring
Performance Management.
and operating review information
performance.
RMSys
Database that holds the metadata of all HO
Registering and subsequent tracking of all physical files.
physical files, up to and including, TOP SECRET.
All titles however are at RESTRICTED level to
al ow viewing via POISE.
Royal Statistical Society/ British
Personal details of HO/MoJ staff who are
The material is held in hard copy and electronically. It is needed to keep a record of the current number
Society of Criminology members
participating in HO discounted membership
and names of people actively involved in the scheme. This will influence the amount paid to the
scheme.
societies.
SAWS
Microsoft Access database.
To record the production of Seasonal Agricultural Workers documentation by the 9 approved companies
under contract to the UKBA.
Page 7 of 9
Name of asset
Description of asset
Purpose of data
SCS Database (Excel and Access)
Personal details, performance management and
To track movements of individuals, monitor career and pay history of individual SCS members.
salary information.
Section 26 Database
A central electronic database of all requests and
Primarily for the storage of key details for each section 26 overseas deployment. Information includes
authorisations for overseas deployments of police
names of officers/police staff, force, date of section 26 letter of authorisation, dates of overseas
officers and staff from forces in England and Wales deployment, country to be visited and purpose of visit.
(made under section 26 of the 1996 Police Act) for
the purpose of providing advice and assistance to
others.
Security Clearance databases
Names, addresses, postcodes, telephone
Monitoring security clearances for al HOIT staff, ATOS and Fujitsu.
numbers, Date of birth, NI NO, Passport no.,
Criminal conviction declaration forms (CCDF), level
of security clearance and expiry date details.
Security ID Card Database
Personal details
To record Security ID cards produced
Security Personnel Records (a sub-
Database holding personal information.
National Security vetting.
set of this asset register are held as
electronic records)
Security questionnaires, Basic check Security questionnaires, Basic check verification
Security Clearance verification.
verification forms, Copies of
forms, Copies of personal documents.
personal documents
Sensitive Cases Database
Applicants Name, addresses, DoB, change of
To resolve sensitive cases
name deed, conviction details, PNCID, employer
details.
Semaphore -(now called e-borders)
Passenger details.
Details of passenger movements across borders.
Senior Appointments Panel
Personal information about ACPO officers.
For the work of the Senior Appointments Panel.
database ("CORD"
Single extract of 12 months FCO
Access database and raw text files.
Baseline data to support study assessment of options for provision of passport services overseas under
(BRIT and Genie 1 and WW)
the IPS/FCO Integration study.
passport data
SMART - Stakeholder Management Name / Address / Contact details incl name of
To share information on external stakeholders with col eagues across the Home Office and MoJ
and Relationships Tool
organisation / notes on previous contact with
stakeholders and details of communications sent.
SMUT (Sponsor Management Unit
Details of employers, colleges and case details
Case workflow management.
Tracking)
plus names of staff involved on the case.
SPECTRUM Membership
Membership database for staff.
Spectrum is the Home Office network for lesbian, gay, bisexual and trans members of staff
SRG - RDS Training and Personnel
Personal details of staff and external applicants.
1 To generate management information on training provided to staff, membership of professional bodies
staff database 2 various databases
Includes NI numbers, names, Date of birth,
and groups 2 To manage information for candidate response and results of assessment processes.
containing details of applicants for
addresses.
Page 8 of 9
Name of asset
Description of asset
Purpose of data
SRG Procurement Management
A record or research contracts awarded in HO and To aid management information and contract management.
Information
MoJ.
Status checks
Sensitive Personal Data.
Pre-employment checks.
SunSystem
Accounting Systems.
All financial accounting transactions.
Taser Force Medical Examiner
Col ection of forms containing a summary of the
Coordination for passing on to Independent medical panel together with statistics and details of taser
Forms
medical assessment of persons who have been
use in the UK.
subjected to a TASER firing or drive stun.
Training Course Application Forms
Personal details - name, work address + contacts;
For staff to apply for training courses within CLD.
course requires; LM details.
Trillium
Personal and case details.
Data is collected from CID, ASYS and FTS, information is then taken from these sources and forms the
case owner sheets.
Velocity
Access control to 2MS buildings, names of staff
Access control confirmation.
and dates of birth/NI numbers and photos.
Verint (call recording)
Voice recordings of telephone conversations where Quality checking and audit trail of conversations with MPs and MPs Hotline staff. CHECK THIS
details of multiple applicants could be discussed.
VFS -
(a) Visa application
Name, Date of Birth, Gender, Nationality, Passport VACAPPs enables the tracking of visa applications made through Commercial Partners, while VABS/IBS
tracking system
(b) Visa
Number, Type of Visa Applied For, Documents
support the booking of appointments.
appointment booking system
submitted.
Website webmaster requests
Requests for changes/information on the Home
Record of changes, corresponding with requesters, tracing inappropriate correspondence.
Office websites.
Whole System Model Data Set
Col ection of information used to populate the
To populate the Whole System Model in order to illustrate how Home Office Businesses connect to each
Whole System Model which covers all of Home
other and inform assessment of how changes in parts of the system can impact on others. A System
Office business plus some MoJ and external
Dynamics approach is used.
business areas of key relevance to Home Office
Business. It includes information on Identity,
Migration, Drug Treatment.
"Who's Who" (section of the IPS
Name, Job title, internal phone number, fax, email
Contact info for employees.
intranet)
and photo (optional).
WICU
Immigration / Personal history.
To conduct checks on adverse immigration history.
Workers registration scheme
Check conducted to provide details of employment To provide information from the WRS database to assist in Euro applications.
information
status for Euro applicants.
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