Asset

Description Data Personal

number What does it do Location Owner Volume Access Shared/Published Format Retention Risks / impact Key asset
of asset Processor data
or ID
SIMS Records data about Centrally Hosted The ICT Service Data 300 pupils, Yes; includes Access is restricted to Not published. Data is stored in As per Loss of Confidentiality: Yes
pupils and staff at the Manager 40 staff sensitive named individuals in Information sharing is a Microsoft SQL published - privacy impact;
school [name] personal data SIMS. The ICT Service governed by the school's database record
have access for Information sharing compliant with retention Loss of Availability:
support purposes. policy. The B2B process Capita's schedule - significant impariment of daily
exchanges pupil data supported operations, e.g school meal provision
with the Council's ONE product set. Loss of Integrity:
database - safety issues, e.g. if emergency
contacts are incorrrect

1
FMS School finance system Centrally Hosted The ICT Service Business 40 staff, Payroll data Access is restricted to Not published. Data is stored in 7 years Loss of Confidentiality: Yes
Manager 1000 named individuals in Information sharing is a Microsoft SQL - privacy impact;
[name] orders/invoic FMS. The ICT Service governed by the school's database
es have access for Information sharing compliant with Loss of Availability:
support purposes. policy. Capita's - significant impariment of daily
supported operations, e.g school meal provision
2 product set. Loss of Integrity:
- safety issues, e.g. if emergency
contacts are incorrrect

Library system School fileserver School Very limited: Not published or shared Data is stored in 1 year No, manual
pupil names a proprietary alternatives
& reg groups database
3

Parental Hosted by supplier Supplier Business Parents, Not published or shared 1 year No, manual
4 Messaging Manager pupils alternatives
[name]

Online Hosted by supplier Supplier Business Yes Not published or shared 1 year No, manual
5 purchasing for Manager alternatives
parents [name]

Tracker Pupil assessment & Hosted by supplier Supplier Assessment Yes Not published. 7 years No, manual
tracking system co-ordinator Information sharing is alternatives
[name] governed by the school's
6 Information sharing
policy.

7 EPM database Manages HR records Hosted by supplier EPM Business 40 staff Yes School managemetn & Not published. Data is stored in Loss of Confidentiality: Yes
for the school Manager records admin staff, EPM staff Information sharing is a proprietary - privacy impact, embarrassment to
[name] governed by the school's database the school.
Information sharing
policy. Loss of Availability:
- payroll impact if more than a few
days
Loss of Integrity:
- safety issues, e.g. if emergency
contacts are incorrrect
Pupil Data

Main pupil record Date of leaving + (TBA) or Age 25

Census files 6 years

Admissions:
Appeals Date of Appeal + 1 year
Register Date of Leaving + (TBA)
Casual admissions Date of Admission + 1 year

Attendance:
Registers 3 years
Free School Meals 7 years
Dinner registers 3 years Note linked financial records - 7 years
Absence notes 3 years
Attendance returns 2 years

Child Protection Age 25 or as determined by LSCB

SEN records Age 25 Note can be extended, depending on policy

records - 7 years

d, depending on policy