Bulk Personal Datasets - DfE

S Smith made this Freedom of Information request to Department for Education

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The request was successful.

Dear Department for Education,

Please consider this a Freedom of Information Act request.

1. Can you please provide a list of the names of each Bulk Personal Dataset held by the Department, and, for each dataset:
a) the purposes for which the dataset is held,
b) the size of the dataset (in terms of either terabytes of disc space, or millions of people, or both),
c) how many copies of the dataset are floating around the department, and the source of that figure (ie whether that figure is as a result of copy control measures, a comprehensive audit, or guesswork)

If any part of the above is not held for any particular dataset, it is sufficient to say that the information isn't held because you don't know.

2. Can you please provide the definition of "Bulk Personal Dataset" that was used to reply to that previous request, and the source of that definition? If it defines "Personal data", can you include the source of that definition, or confirm whether that is section 1 of the Data Protection Act.

Yours faithfully,

S Smith

Department for Education

Dear Mr/Ms Smith

Thank you for your recent enquiry. A reply will be sent to you as soon as possible. For information; the departmental standard for correspondence received is that responses should be sent within 20 working days as you are requesting information under the Freedom of Information Act 2000. Your correspondence has been allocated reference number 2016-0027740.

Thank you

Department for Education
Ministerial and Public Communications Division
Tel: 0370 000 2288

show quoted sections

Department for Education

Dear S Smith,
Thank you for your recent request for information, which was received on 31 May 2016. You requested the following information:

“Dear Department for Education,

Please consider this a Freedom of Information Act request.

Can you please provide a list of the names of each Bulk Personal Dataset held by the Department, and, for each dataset:

· the purposes for which the dataset is held;

· the size of the dataset (in terms of either terabytes of disc space, or millions of people, or both);

· how many copies of the dataset are floating around the department, and the source of that figure (ie whether that figure is as a result of copy control measures, a comprehensive audit, or guesswork);

If any part of the above is not held for any particular dataset, it is sufficient to say that the information isn't held because you don't know.

2. Can you please provide the definition of "Bulk Personal Dataset" that was used to reply to that previous request, and the source of that definition? If it defines "Personal data", can you include the source of that definition, or confirm whether that is section 1 of the Data Protection Act.

Yours faithfully,

S Smith”
I have dealt with your request under the Freedom of Information Act 2000.

HMG does not have a formal definition of bulk data which has been formally published, but below is the working criteria which is used to differentiate bulk data from other data sources:
The Cabinet Office Working Criteria of Bulk Data is
An electronic collection of related information comprising of aggregated records originating from one or more databases.
a. Which hold Personal Data.
b. Are not in the public domain.
c. Are held by a Ministerial and Non-Ministerial Departments, (including executive agencies) and where the Department remains the Data Controller (either singularly, joint or in kind).
d. Are vulnerable to cyber or technical attacks e.g. are directly or indirectly connected to the internet.
e. Where the loss, exposure or compromise of the Bulk Dataset will lead to significant financial, personal, physical or reputational harm to:
i. The Department or to HMG; or
ii. The Data Subject.
The source of this working criteria is from a document that originates with the Cabinet Office, which we are withholding under s35(1) (a) of the Act (the formulation or development of Government policy). We are withholding this information because the Government's policy on security risk management is still under development, and decisions have not been made yet.
Information about some datasets has been withheld under section 31(1)(a) – the prevention and detection of crime - of the Act. Section 31 is a qualified exemption which means that the Department must consider the balance of public interest and in doing so, the following factors have been considered:

· The public interest in favour of disclosure is the argument of transparency in the way the Department manages its bulk data systems.

· However, if this information was disclosed it would provide valuable information to those wishing to circumvent our security systems, meaning that we would fail in our duty to help prevent criminal activity which in turn would fail in our duty to assist those services providing us with law enforcement.
The arguments for and against release have been considered and it has been decided that the balance of public interest falls in favour of the maintenance of this exemption in this case.
The following bulk datasets have been identified within the Department. The below table includes the purpose for which each dataset is held, and the volume of data processed:

Name of Dataset

Purpose of Dataset

Volume of Data Held
(as at 17 June 2016)

Oracle RightNow Cloud Service

Customer Relationship Management databases for case management.

Circa 160,000 personal records.

Enterprise Management Information System (EMIS)

Management Information Database for the collation and reporting of key performance indicators.

2.2 Tb of data

Information Work Places 2 (IWP2)

Electronic Documents and Records Management Systems.

5.6Tb of data.

Education Funding Agency (EFA) Information Exchange

System for transmission and receipt of documents with education providers.

Circa 6,000 personal records.

Department of State Function (DOSF)

Department of State Functions & Parliamentary Questions Database used to support enquiries by citizens.

Circa 25,000 personal records.

EFA Sharepoint

Portal for the collection and sharing of information between schools and the Department.

1.4 Tb data

EFA Data Programme (MDR & PDR Databases)

Consolidated capability for business intelligence and information management.

670Gb data.

Teachers’ Pension Scheme (TPS)

Operated by third party to manage pension rights and payments.

Circa 1,000,000 personal records.

COLLECT

Extranet system to acquire pupil and workforce census data from schools.

6.6 Tb data.

Office Exchange (Outlook)

Departmental email system.

56Tb data.

BES 5 & 12 infrastructure, plus Blackberry Devices

BlackBerry Enterprise Server.

Circa 2,500 personal records.

The Store and MI

System for Data Modelling and Funding Modelling.

Circa 5,000,000 personal records.

Troops to Teachers

Used to collect data on armed forces personnel who become teachers.

Exact volume unknown.

Navision 1

Legacy financial system for managing schools' capital funding.

Circa 10,000 personal records.

Navision 2

New financial system for managing schools' expenditure.

Circa 150,000 personal records.

Payments & Validation Service

BACS transfer system.

Circa 10,000 personal records.

Student Bursary Support Service

System for collecting and processing student bursary applications, managed by third party.

Exact volume unknown.

Junior ISA (JISA)

Manages information about ISAs for children in care. Service provided by third party.

Exact volume unknown.

School to School (S2S)

Used to send pupil record to next school and searchable database.

Processes approximately 1200 personal records per day (no long-term storage).

Edubase

Web application and database of schools addresses and headteachers used for correspondence and some aspects of authorisation management.

Circa 85,000 personal records, with circa 54,000 in the public domain.

Key to Success (KtS)

System providing all schools and Local Authorities’ with authenticated access to their own Pupil Data, and separately a webDAV file transfer facility.

Circa 19,654,000 personal records.

Nation Pupil Database-Achievement and Attainment Tables

Contract and ICT systems operated by third parties for recording and maintaining pupil academic achievements.

Circa 21,230,000 personal records.

Schools Performance Software Service (SPSS)

Statistics software for processing extracts of the NPD for assessing schools performance data.

8.6Tb data.

Adoption Register

Online Adoption Website.

Exact volume unknown.

Post-16

Analysis and reporting of information relating to pupils Post 16 education data.

Exact volume unknown.

National Client Caseload Information System (NCCIS)

Collates and stores Local Authority data on post-16 education and training.

Exact volume unknown.

Office365

Email Sub-System.

Exact volume unknown.

Honours

Data related to the Honours system.

Exact volume unknown.

Learner Support Program

Administration of educational support grants.

Exact volume unknown.

Redimo2

Contract management / procurement system.

Circa 2,000 personal records.

e-Consultations

System for policy consultations - suffered breaches.

Exact volume unknown.

NCA Tools - ** (6 systems)

A group of 6 systems called NCA Tools operated by third party.

29,000 personal records processed annually.

Skills test

Online skills tests mandated for Qualified Teacher Status.

Circa 600,000 personal records.

Digital Asset Management

Photograph images of Departmental staff.

Exact volume unknown.

EBITTDMS

Initial teacher training data management system.

Circa 100,000 personal records.

ITTDMS

NCTL teacher trainee data management system.

Circa 100,000 personal records.

Microsoft Dynamics CRM

Customer Relationship Management.

100 Gb data.

ECHO

Legacy Contact Centre CRM for public enquiries, parliamentary questions and whistle blowing.

Circa 10,000,000 personal records.

Secure Access

Identity provider service.

Circa 70,000 personal records.

CWDC The Portal/Social Work Portal

Collects and processes personal data about social workers.

Circa 5,000 personal records.

National Pupil Database - SQL servers

Personal information relating to all pupils in full time state education.

Circa 20,000,000 personal records.

School Performance Tables

Public domain dataset and system.

Exact volume unknown.

ASSYST 9

DfE IT Service data.

520Gb .

For FCG WorkForce Database Development

Finance, commercial and workforce MI reporting.

19Gb data.

Free School Meals Eligibility Checking Service

Free School Meals, early years and pupil premium eligibility service.

111Gb data.

Children Looked After (CLA)

Personal sensitive information relating to children in care.

Circa 2.3 million personal records.

Child Protection Database

Child Protection Database.

Circa 2,500 personal records.

Consistent Financial Reporting (CFR) & Academies Financial Reporting (AFR)

Collects and processes financial reporting data from schools.

26,000 personal records held.

Education Data Division CRM

CRM for collection, processing and reporting on education services for the purposes of service improvement.

45,000 personal records.

FFT

Data Transformation service.

Exact volume unknown.

i-Store

System receives data from COLLECT and holds National Pupil Database before data cleansing.

5.1Tb data.

Customer Relationship Management for Inter-Country Adoption

CRM for processing and managing the Inter-Country Adoption process.

Exact volume unknown.

EFA Data Programme (Modelling / Analyst Databases)

Consolidated capability for business intelligence and information management used by the EFA.

670Gb data.

The information supplied to you continues to be protected by copyright. You are free to use it for your own purposes, including for private study and non-commercial research, and for any other purpose authorised by an exception in current copyright law. Documents (except photographs) can be also used in the UK without requiring permission for the purposes of news reporting. Any other re-use, for example commercial publication, would require the permission of the copyright holder.

If you have any queries about this letter, please contact me. Please remember to quote the reference number allocated to your case (2016-0027740) in any future communications.

If you are unhappy with the way your request has been handled, you should make a complaint to the Department by writing to me within two calendar months of the date of this letter. Your complaint will be considered by an independent review panel, who were not involved in the original consideration of your request.

If you are not content with the outcome of your complaint to the Department, you may then contact the Information Commissioner’s Office.

Yours sincerely,
L. Northcutt
Office of the Chief Technology Officer
IT Group
Department for Education

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Dear Department for Education,

Thank you for your comprehensive reply - much appreciated.

Yours faithfully,

S Smith