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NDA Information Asset Register
Doc No IMG03
Rev 1 Date April 2015
NDA Information Asset Register (IAR) The NDA IAR is a table of information relating to the important datasets that the NDA is responsible for. These information assets are managed in line with Cabinet Office guidance to ensure that the data within them is appropriately protected. The IAR is updated on an annual basis. Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Procurement Tenders (Current) Current tender documentation
Updated as required on a daily basis
May contain aspects of personal data
Some documentation may be protectively marked
Annually 27/06/2014 Procurement Manager
Procurement Tenders (Completed)
Completed tender documentation
Closed. Apply retention in accordance with Policy.
May contain aspects of personal data
Some documentation may be protectively marked
Annually 27/06/2014 Procurement Manager
Procurement Contracts (Live) Live Contract information
Updated as required on a daily basis
May contain aspects of personal data
Some documentation may be protectively marked
Annually 27/06/2014 Procurement Manager
Procurement Contracts (Completed)
Completed contract documentation
Closed. Apply retention in accordance with Policy.
May contain aspects of personal data
Some documentation may be protectively marked
Annually 27/06/2014 Procurement Manager
Procurement Purchase orders Live and closed copies of purchase orders
Updated as required on a daily basis
May contain aspects of personal data
Some documentation may be protectively marked
Annually 27/06/2014 Procurement Manager
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Procurement Assessed Suppliers
Performance Assessments undertaken by NDA of suppliers.
Updated as required on a daily basis
May contain aspects of personal data
None Annually 27/06/2014 Procurement Manager
Pensions Pensions Department Information
Information and files relating to the governance of estate wide pension schemes
Active Yes – it will include information on the pension arrangements and/or employment history of some named individuals
Protectively marked to Official Sensitive: Personal and Official Sensitive: Commercial
2006 03-Jul-14 Head of Group Pensions
Competition LLWR PBO Competition Information
Procurement, Contractual and Project Management Information associated with the Sellafield PBO Competition conducted 2006-2008
Asset closed. Competition completed April 2008
Yes – contains CVs for prospective PBO Directors
Protectively marked ranging from “Protect – Commercial” to “ Restricted” at time of creation but requires review if requested under FOI. Much data no longer sensitive.
Various between 2006 and 2008. See metadata embedded in documentation for actual creation dates.
IAR Created 2015
Competition Project Manager
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NDA Information Asset Register
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Rev 1 Date April 2015
Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Competition Sellafield PBO Competition Information
Procurement, Contractual and Project Management Information associated with the LLWR PBO Competition conducted 2006-2008
Asset closed. Competition completed April 2008
Yes – contains CVs for prospective PBO Directors and enhancers.
Protectively marked ranging from “Protect – Commercial” to “ Restricted” at time of creation but requires review if requested under FOI. Much data no longer sensitive.
Various between 2006 and 2008. See metadata embedded in documentation for actual creation dates.
IAR Created July 2014: Reviewed February 2015
Competition Project Manager
Competition Dounreay PBO Competition Information
Procurement, Contractual and Project Management Information associated with the Dounreay PBO Competition conducted 2009-2012
Asset closed. Competition completed March 2012
Yes – contains names of individual PBO Directors
Protectively marked ranging from “Protect – Commercial” to “ Restricted” at time of creation but requires review if requested under FOI. Much data no longer sensitive.
Various between 2009 and 2012. See metadata embedded in documentation for actual creation dates.
IAR Created July 2014: Reviewed February 2015
Competition Project Manager
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Competition Magnox & RSRL PBO Competition Information
Procurement, Contractual and Project Management Information associated with the Magnox/RSRL PBO Competition conducted 2011-2014 plus the subsequent response to/preparations for legal challenge – currently ongoing
Asset active. Competition completed September 2014 but ongoing legal proceedings will require the information to be active until at least December 2015 when the trial takes place. The position should be reviewed at this time by the IAO and any retention plans amended accordingly.
Yes – contains names of individual PBO Directors
Protectively marked ranging from “Protect – Commercial” to “ Restricted” at time of creation but requires review if requested under FOI. Much data no longer sensitive.
Various between 2011 and 2015. See metadata embedded in documentation for actual creation dates.
IAR Created July 2014: Reviewed February 2015
Competition Project Manager
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Strategy Ex-BNFL epidemiology database.
Database supporting radiation epidemiology (cohort associated with ex-BNFL workforce). Research is carried out on pseudo-anonymised subsets.
Database being actively managed by Public Health England on behalf of NDA (Updates currently paused).
Yes Yes 1970s by BNFL, transferred to NDA in 2005
01/08/2014 Technical Decommissioning Manager
Strategy ex-BNFL radiobiology programme
Database supporting radiation radiobiology research including some physical samples of blood and its derivatives collected with full consent.
No new samples being collected. Research on information from samples currently being completed by Public Health England / University of Manchester.
Yes Yes 1980s-2010, transferred to NDA in 2005
01/08/2014 Technical Decommissioning Manager
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Strategy SHIELD database Database supporting radiation epidemiology (cohort associated with ex-UKAEA workforce). Research is carried out on pseudo-anonymised subsets.
Database being actively managed and updated by Nuvia Ltd / Public Health England on behalf of NDA.
Yes Yes 1970s by UKAEA, transferred to NDA in 2008
01/08/2014 Technical Decommissioning Manager
NDA Entities & Secretariat
Statutory Books Legal records for all NDA company ownership. Statutory books and records are documents kept by a company which detail important aspects of its operations and structure, for example, its current directors. Every UK company is required by law to have a set of statutory books and
Updated when there are changes
Yes Yes 01.04.2005 / some earlier e.g. ex-BNFL companies inherited by NDA
25.07.2014 Governance & Legal Manager
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NDA Information Asset Register
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records and to maintain them. Companies usually keep these official documents in a company register, where they can be ordered in a logical fashion.
NDA Entities & Secretariat
Board Minutes Legal records of Board meetings for all NDA company ownership
Updated with new minutes each Board meeting
Yes Yes 01.04.2005 / some earlier e.g. ex-BNFL companies inherited by NDA
25.07.2014 Governance & Legal Manager
NDA Entities & Secretariat
Governance Documents
Board Terms of Reference, Conflicts of Interest Policy, Register of Directors Interests, Delegated Powers for all NDA company ownership
Updated as there are changes
No Yes 01.04.2005 25.07.2014 Governance & Legal Manager
Financial Planning
Financial Planning QA Support Activities
Quality Assurance monitoring and auditing tools to support ARAC Compliance Statements
Active No OFFICIAL SENSITIVE 2013/14 January 2015
Head of Financial Planning
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Financial Planning
Modelling work in support of Asset maximisation programmes
Optimisation of asset life cycle for assets across the NDA estate
Active No OFFICIAL SENSITIVE: COMMERCIAL
2009/10 January 2015
Head of Financial Planning
Financial Planning
Modelling work in support of Business Planning Activities
Work in support of the Nuclear Estate Business Model
Closed No OFFICIAL SENSITIVE: COMMERCIAL
2011/12 January 2015
Head of Financial Planning
Financial Planning
Modelling work in support of Competition Activities
Supportive analysis for Competitions
Active No OFFICIAL SENSITIVE: COMMERCIAL
2011/12 January 2015
Head of Financial Planning
Financial Planning
Modelling work in support of Strategy Development
Support in defining the NDA’s strategic direction
Active No OFFICIAL SENSITIVE: COMMERCIAL
2010/11 January 2015
Head of Financial Planning
Financial Planning
Modelling work in support of Subsidiary Business Planning
Supportive analytics to subsidiary companies
Active No OFFICIAL SENSITIVE: COMMERCIAL
2013/14 January 2015
Head of Financial Planning
Business Planning
Corporate Plan final versions
Annually produced Corporate Plan document
Updated annually
None Official, Sensitive As required 27/08/2014 Head of Business Planning
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Business Planning
Corporate Plan final financial spreadsheet
Financial data supporting Corporate Plan
Updated annually
None Official, Sensitive As required 27/08/2014 Head of Business Planning
Property Services
Deeds Legal property records for all land ownership. Historical documents relating to land transactions held in deed packets and electronically
Updated as there are changes
Yes No 01.04.2005 22.07.14 Head of Property Services
Property Services
Property Management Database
Records of leases, licences, valuations, finance
Updated as there are changes
Yes No 01.04.2010 22.07.14 Head of Property Services
Property Services
e-PIMS Government database holding details of the entire land and property assets of the civil estate including DECC
Updated as there are changes.
Yes No 01.04.2006 22.07.14 Head of Property Services
Property Services
Ordnance Survey Licence
NDA’s licence to publish mapping data which shows land ownership in map form.
Licence period rounds to 2015.
No No 1.04. 2005 22.07.14 Head of Property Services
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Property Services
Facilities Management Contract
FM legal contract NEC and management data to support the NDA facilities operations
Contract award 01.01.2012
Yes Yes 01.04.2005 22.07.14 Head of Property Services
Property Services
Project Management
Project reports for monitoring property development
Reviewed monthly when projects are ongoing
Yes Yes dependent upon nature of project
Inception of project
22.07.14 Head of Property Services
Contracts (Magnox)
Magnox formal correspondence log and associated Livelink filing system
The formal correspondence system consist of two excel spreadsheets which record the incoming and outgoing correspondence for the SLC. There are links from the logs to the actual formal correspondence which is held in Live Link by SLC.
The log is actively managed by the team administrators in the Warrington office and is used on a daily basis.
Data of a personal nature is not a common feature of formal correspondence – indeed we have had redaction to avoid personal data in the past [redacted director’s salary details for example].
The Asset is not commercially protected but individual items may be Commercial Sensitive for example.
The logs were originally created in 2005 when the M&O contracts were put in place.
25th June 2014
Lead Contract Manager
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Contracts (RSLR)
RSRL formal correspondence log and associated Livelink filing system
The formal correspondence system consist of two excel spreadsheets which record the incoming and outgoing correspondence for the SLC. There are links from the logs to the actual formal correspondence which is held in Live Link by SLC.
The log is actively managed by the team administrators in the Warrington office and is used on a daily basis.
Data of a personal nature is not a common feature of formal correspondence – indeed we have had redaction to avoid personal data in the past [redacted director’s salary details for example].
The Asset is not commercially protected but individual items may be Commercial Sensitive for example.
The logs were originally created in 2005 when the M&O contracts were put in place.
25th June 2014
Lead Contract Manager
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Contracts (LLWR)
LLWR formal correspondence log and associated Livelink filing system
The formal correspondence system consist of two excel spreadsheets which record the incoming and outgoing correspondence for the SLC. There are links from the logs to the actual formal correspondence which is held in Live Link by SLC.
The log is actively managed by the team administrators in the xx office and is used on a daily basis.
Data of a personal nature is not a common feature of formal correspondence – indeed we have had redaction to avoid personal data in the past [redacted director’s salary details for example].
The Asset is not commercially protected but individual items may be Commercial Sensitive for example.
The logs were originally created in 2005 when the M&O contracts were put in place.
25th June 2014
Lead Contract Manager
Contracts (DSRL)
DSRL formal correspondence log and associated Livelink filing system
The formal correspondence system consist of two excel spreadsheets which record the incoming and outgoing correspondence for the SLC. There are links from the logs
The log is actively managed by the team administrators in the Dounreay Site office and is used on a daily basis.
Data of a personal nature is not a common feature of formal correspondence – indeed we have had redaction to avoid personal
The Asset is not commercially protected but individual items may be Commercial Sensitive for example.
The logs were originally created in 2005 when the M&O contracts were put in place.
25th June 2014
Lead Contract Manager
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to the actual formal correspondence which is held in Live Link by SLC.
data in the past [redacted director’s salary details for example].
Internal Audit
NDA Internal Audit Plan
The Internal Audit plan compiled on an annual basis to cover key risks/vulnerabilities/ compliance activities
Updated during applicable year with potential amendments driven by changing risk profile of the NDA/emerging issues. Closed when final reports are issued to cover full workscope.
No No From 2005 onwards
05.09.2014 Head of Group Internal Audit
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Internal Audit
Assurance Map The NDA Assurance Map which details key activities/tasks, any associated assurance activities (using the 3 lines of defence model) and the residual risk to delivering the task
Upgraded on a regular basis (1/2 yearly). Links to delivery of strategic objectives therefore no defined closure point but subject to version control
No No From 2013 onwards
05.09.2014 Head of Group Internal Audit
Internal Audit
Internal Audit support contract (Budget and Payments)
Details the nature and cost of work undertaken to support the core NDA Internal Audit function
Recorded on an annual basis and updated monthly. Annual file closed following final payments
No From 2005 onwards
05.09.2014 Head of Group Internal Audit
Internal Audit
Internal Audit support contract (performance monitoring)
Details the performance of individuals working for the support contractor in delivering contracted
Updated on a regular basis (1/4 or ½ yearly)
Yes Yes From 2005 onwards
05.09.2014 Head of Group Internal Audit
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workscope
Internal Audit
NDA Internal Audit individual fieldwork files and draft reports
Extensive audit files covering the audit work scope, frequently containing details of a personal or confidential nature that leads to the preparation of a draft report detailing audit findings
Regularly updated. Fieldwork file only closed when a final Internal Audit report is issued
Yes Yes From 2005 onwards
05.09.2014 Head of Group Internal Audit
Internal Audit
Subsidiary Internal Audit individual fieldwork files and draft reports
As above Regularly updated. Fieldwork file only closed when a final Internal Audit report is issued
Yes Yes From 2013 onwards
05.09.2014 Head of Group Internal Audit
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Internal Audit
Anti-Fraud, Bribery, corruption, Whistleblowing and Complaints investigations –Incident Log
Annual Log of ‘concerns’ reported via one of several channels. Contains details of date reported, nature of concern, name of person raising concern, categorisation and nature of potential investigation
Regularly updated. Annual log only closed when the last recorded investigation is complete
Yes Yes From 2010 onwards
05.09.2014 Head of Group Internal Audit
Internal Audit
Anti-Fraud, Bribery, corruption, Whistleblowing and Complaints investigations –Investigation files
Extensive files covering the scope of the individual investigation, frequently containing details of a personal or confidential nature that leads to the preparation of a report detailing investigation outcome/findings
Regularly updated. Fieldwork file only closed when a final information report is issued
Yes Yes From 2008 onwards
05.09.2014 Head of Group Internal Audit
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Internal Audit
Anti-Fraud, Bribery, corruption, Whistleblowing and Complaints investigations –Reports/Response
Detailed report covering the outputs and findings from individual investigations. These reports are classed as highly confidential with a limited distribution
Updated not necessary. Final report is logged as complete by issue date
Yes Yes From 2005 onwards
05.09.2014 Head of Group Internal Audit
Legal NDA Contract Register
Electronic catalogue of all of the NDA’s contracts and deeds with details of how to access these.
Live No Yes – protectively marked info, some of which is classified as O-S.
From 2005 to date
03.07.14 Head of Legal
Legal NDA Contracts Store
Physical storage of NDA contracts and deeds. Currently housed in the Strong room
Boxed and indexed – should be cross-reference with the Contract Register
No Yes – protectively marked info, some of which is classified as O-S.
From 2005 to date
03.07.14 Head of Legal
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Legal Livelink: Legal Files
Correspondence and documents relating to legal advice provided and received by NDA Legal Department on NDA and subsidiary matters
Some live some closed. Files moved to ‘closed’ status when matters completed.
Yes (HR and complaints)
Yes – protectively marked info and personal info, therefore O-S classification applies.
From 2004 to date
03.07.14 Head of Legal
Strategy UK Radioactive Waste Inventory – MS Access Database
MS Access Database. Database containing all of the UK radioactive waste inventory data used for generating UK national reports. Required in order to meet UK international reporting obligations.
Fully updated every three years
None Not protectively marked Last creation 19.02.14.
19.02.14 National Waste Inventory Manager
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Strategy UK Radioactive Waste Inventory Reports
Suite of reports produced for the UK’s radioactive waste inventory. Required to enable the UK to meet international reporting obligations. Word & PDF versions.
Fully updated every three years
None Not protectively marked Last creation 19.02.14.
19.02.15 National Waste Inventory Manager
Strategy UK Radioactive Waste Inventory Gold Disk Spreadsheets
Suite of spreadsheets produced for the UK’s radioactive waste inventory. Required to enable the UK to meet international reporting obligations. Excel spreadsheets.
Fully updated every three years
None Not protectively marked Last creation 19.02.14.
19.02.16 National Waste Inventory Manager
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Strategy UK Radioactive Waste Inventory Waste Stream Data Sheets
Data sheets containing information about each individual waste stream in the UK radioactive waste inventory. Excel & PDF versions.
Fully updated every three years
None Not protectively marked Last creation 19.02.14.
19.02.17 National Waste Inventory Manager
Strategy UK Radioactive Waste Inventory website
Website containing all 20information about the UK radioactive waste inventory.
Fully updated every three years. Interim minor content updates to ensure content up to date.
None Not protectively marked 24.06.14 Ongoing National Waste Inventory Manager
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
CEO Informal correspondence log
Separate excel spreadsheet for the Chairman and the CEO for incoming and outgoing correspondence. Letters received logged on post book, scanned and saved as pdf documents and allocated for action where appropriate
This log is managed by the PA to Chairman and the CEO. These logs are of great importance to the CEO office. They are the main are where activity is recorded and actioned
Could contain personal data
Could contain sensitive information
The logs were created in 2005 by the PA in post at that time
12.02.2015 Board & Executive Secretary
CEO Scanned mail Letters to Chairman and CEO scanned/ saved into LL in the appropriate month.
This log is managed by the PA to Chairman and the CEO.
Could contain personal data
Could contain sensitive information
The logs were created in 2005 by the PA in post at that time
12.02.2015 Board & Executive Secretary
CEO Board & Executive Decision logs
Documents decisions made by Board and Executive team
Managed by Board and Exec secretary plus the Executive Directors and their PAs
No personal data
Some sensitive information
From 2005 onwards
12.02.2015 Board & Executive Secretary
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NDA Information Asset Register
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
CEO Action tracker Purpose built area on the NDA system
Managed by Board and Exec Secretary. Support staff within the CEO team
Some sensitive information
12.02.2015 Board & Executive Secretary
CEO NDA Board Papers, minutes etc.
Managed by the Board Secretary
Sensitive information 2005 onwards 12.02.2015 Board & Executive Secretary
CEO Audit Committee Papers, minutes etc.
Managed by the Board Secretary
Sensitive information 2005 onwards 12.02.2015 Board & Executive Secretary
CEO Remuneration Committee
Papers, minutes etc.
Managed by the Board Secretary
Sensitive information 2005 onwards 12.02.2015 Board & Executive Secretary
CEO Executive Committee
Papers, minutes etc.
Managed by the Board Secretary
Sensitive information 2005 onwards 12.02.2015 Board & Executive Secretary
CEO ETM Governance meetings minutes
Formal minutes from ETM committee
Updated following ETM Governance meetings
None Official, Sensitive As required 27/08/2014 Board & Executive Secretary
CEO ETM Governance meetings action lists
Formal action lists from ETM committee
Updated following ETM Governance meetings
None Official, Sensitive As required 27/08/2014 Board & Executive Secretary
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
CEO ETM Strategy and Planning meeting notes
Formal minutes from ETM committee
Updated following ETM Strategy and Planning meetings
None Official, Sensitive As required 27/08/2014 Board & Executive Secretary
Strategy NDA Strategy Management System Records (Generic high level asset description)
NDA Strategy, context and Theme underpinning
Currently in use
No Personal data
Official & Official sensitive
26.08.2014 2014 Head of Strategy Development
Strategy Site Restoration 1. Decommissioning 2. Land Quality Management 3. Site End States
Gated papers for topics, key underpinning documentation and evidence of governance
Currently in use
No Personal data
Official 26.08.2014 2014 Head of Strategy Development
Strategy Spent Fuels 1. Spent Magnox Fuel 2. Spent Oxide Fuel 3. Spent Exotic Fuel
Gated papers for topics, key underpinning documentation and evidence of governance
Currently in use
No Personal data
Official Sensitive 26.08.2014 2014 Head of Strategy Development
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
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Strategy Nuclear Materials 1. Plutonium 2. Uranic
Gated papers for topics, key underpinning documentation and evidence of governance
Currently in use
No Personal data
Official Sensitive 26.08.2014 2014 Head of Strategy Development
Strategy Integrated Waste Management 1. Higher Activity Waste 2. Lower Activity Waste 3. Non-Radioactive and Hazardous Wastes
Gated papers for topics, key underpinning documentation and evidence of governance
Currently in use
No Personal data
Official 26.08.2014 2014 Head of Strategy Development
Strategy Business Optimisation 1. Revenue Optimisation 2. Land and Property Management
Gated papers for topics, key underpinning documentation and evidence of governance
Currently in use
No Personal data
Official 26.08.2014 2014 Head of Strategy Development
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Strategy Critical Enablers 1. HSSSEQ 2. Research & Development 3. People 4. Asset Management 5. Contracting and Incentivisation 6. Competition 7. Supply Chain Development 8. Information & Knowledge Management 9. Socio Economics 10. Public & Stakeholder Engagement 11. Transport & Logistics 12. Funding 13. International Relations
Gated papers for topics, key underpinning documentation and evidence of governance
Currently in use
No Personal data
Official 26.08.2014 2014 Head of Strategy Development
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
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Strategy Non NDA Liabilities
Gated papers for topics, key underpinning documentation and evidence of governance
Currently in use
No Personal data
Official 26.08.2014 2014 Head of Strategy Development
Financial Operations
NDA Group Financial Accounting Records (Generic high level asset description)
NDA Group Financial ledgers, with associated supporting documentation
Currently in use
Some personal data is present (e.g. employee expenses, and necessary bank details within accounting system)
Official 2004 – asset created as NDA legal entity created
30.06. 2014
Head of Financial Operations
Financial Operations
NDA General Ledger
Accounting ledgers of prime entry into the NDA accounts; Journals; supporting spreadsheet calculations
Currently in use
Personal data in sub-ledgers only
Official As parent 30.06. 2014
Head of Financial Operations
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
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Financial Operations
NDA Purchase Ledger – Suppliers
Invoices received and processed; payment records; supplier bank account details
Currently in use
No personal data
Official As parent 30.06. 2014
Head of Financial Operations
Financial Operations
NDA Purchase Ledger – Employee expenses
Expense claim forms and supporting detail; bank account details
Currently in use
Personal bank account details
Official As parent 30.06. 2014
Head of Financial Operations
Financial Operations
NDA Sales Ledger Sales invoices raised and supporting documentation; payment received records
Currently in use
No personal data
Official As parent 30.06. 2014
Head of Financial Operations
Financial Operations
NDA Taxation Records – Corporation Tax
Tax computation and supporting detail for Corporation Tax; supporting correspondence and agreements with HMRC
Currently in use
No personal data
Official As parent 30.06. 2014
Head of Financial Operations
Financial Operations
NDA Taxation Records – VAT
Completed VAT returns (electronic) and supporting information
Currently in use
No personal data
Official As parent 30.06. 2014
Head of Financial Operations
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Financial Operations
NDA Payroll records
Payroll data used to create accounting entries; details of any PAYE settlements with HMRC; P11D related information
Currently in use
Elements of personal data contained within PAYE records
Official As parent 30.06. 2014
Head of Financial Operations
Strategy Direct Research Portfolio – deliverables (reports)
Deliverables to NDA from R&D contractors e.g. reports, spreadsheets etc. (includes Direct Research Portfolio and Innovation projects)
Folder compiled and managed by Research Manager (currently vacant position)
No Yes – will have some reports that have previous categorisation of restricted.
From 2007 01.08.2014 Head of Technology Strategy
Insurance Insurance Claim Files
Personal Information relating to employees or contractors who are claiming against the NDA estate for an injury / disease.
No not actively updated
Yes. The data may contain NI number , DOB and Address
It is usually received from a third party with no marking but then sent to our insurers with a marking if contains sensitive data.
Various. Each claim will have a different start date (on Solicitors letter)
03.07.2014 Insurance Manager
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Contracts (Sellafield)
Sellafield Advance Agreement log and associated Livelink filing system
The Advance Agreement system consists of one excel spreadsheet with separate tabs to record the information for that relevant Financial year. There are links from the tracker to the actual information which is held in Live Link.
The log is actively managed by the relevant party (currently Contract Advisor) within the SLC Facing team, and is used on a regular basis.
Personal data is not held within this system
The Asset is not commercially protected but individual items may be Commercial Sensitive.
The tracker was created in 2007/8 when new contract was put in place, and NMP became PBA. This is one excel sheet with a separate tab for each financial year
10th August 2014
Lead Contract Manager
Contracts (Sellafield)
NDA generated Commercial reports
Various Commercial reports produced for NDA internal and/or Stakeholder use’
These are created periodically and on an adhoc basis, not actively utilised following this, but may be referred to in future
Personal data is not held within these
The Asset is not commercially protected but individual items may be Commercial Sensitive.
These have been produced since 2005 when the M&O contract was put in place
10th August 2014
Lead Contract Manager
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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Human Resources
Training Plan Log of all the development needs for the organisation.
Live Yes OFFICIAL-SENSITIVE:PERSONAL
22/01/2015 22/01/2015 Head of HR Services
Human Resources
HR Services Log and tracking details of HR Services Activities.
Live Yes OFFICIAL-SENSITIVE:PERSONAL
22/10/2014 04/02/2015 Head of HR Services
Human Resources
Remuneration Documents related to the calculation and approval of salary and allowances
Live Yes OFFICIAL-SENSITIVE:PERSONAL
31/05/2014 02/02/2015 Head of HR Services
Human Resources
Performance, Competence and Talent
Tracking of Performance Appraisal Outcomes and Succession Planning
Live Yes OFFICIAL-SENSITIVE:PERSONAL
06/05/2014 02/02/2015 Head of HR Services
Human Resources
Personnel Files (electronic & paper)
HR related data for NDA staff members
Live Yes OFFICIAL-SENSITIVE:PERSONAL
09/07/2012 04/02/2015 Head of HR Services
This document has uncontrolled status when printed Page 30 of 32
NDA Information Asset Register
Doc No IMG03
Rev 1 Date April 2015
Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR
reviewed IAO
Human Resources
Resource Management
Documents to support and track the recruitment process and organisational design activities
Live Yes OFFICIAL-SENSITIVE:PERSONAL
09/07/2012 04/02/2015 Head of HR Services
Human Resources
Information requests
Details of internal and external information requests.
Archived Yes OFFICIAL-SENSITIVE:PERSONAL
05/09/2012 04/02/2015 Head of HR Services
Human Resources
Projects Supporting documents for HR projects
Archived Yes OFFICIAL-SENSITIVE:PERSONAL
09/07/2012 04/02/2015 Head of HR Services
Human Resources
Support and Reference
Documents, instructions and templates to support the work of the HR department
Live Yes OFFICIAL-SENSITIVE:PERSONAL
19/06/2012 04/02/2015 Head of HR Services
Human Resources
Employee Engagement
Record of Employee and Accreditation survey activity.
Archived Yes OFFICIAL-SENSITIVE:PERSONAL
14/11/2014 20/02/2015 Head of HR Services
This document has uncontrolled status when printed Page 31 of 32
NDA Information Asset Register
Doc No IMG03
Rev 1 Date April 2015
Records Table
Record Description Record Owner
Retention Time Record Format Electronic/Hardcopy
Record Location
NDA Information Asset Register
Records & Information Advisor
Kept for 1 year once superseded
Electronic Livelink – Information Governance
This document has uncontrolled status when printed Page 32 of 32
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