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					DEPARTMENT FOR TRANSPORT - INFORMATION ASSET REGISTER

        Asset Title          Data           Asset Description                Business Area   Personal     No. of records    Data processor   In public        Published where
                           collection                                                                                                         domain
                            activity
Access control database    Ongoing    Database of staff name, office      Department for     No         1,001 - 10,000                       No
                                      address and photograph.             Transport
Accident Reporting System Ongoing     Accident, near miss and incident                       Yes        51-500                               No
                                      report submissions.
ADAM                       Ongoing    Air Accident database.              Department for     Yes        10,001 - 100,000                     No
                                                                          Transport

Adding Capacity at         Ceased     Database of responses to the        Department for     Yes        10,001 - 100,000   Detica            Yes         This database was used to
Heathrow Consultation                 Adding Capacity at Heathrow         Transport                                                                      inform an ongoing
                                      Airport consultation.                                                                                              policy/consultative exercise.
                                                                                                                                                         http://webarchive.nationalar
                                                                                                                                                         chives.gov.uk/+/http://www.
                                                                                                                                                         dft.gov.uk/pgr/aviation/heat
                                                                                                                                                         hrowconsultations/heathrow
                                                                                                                                                         decision/responses/

Ashdown House Hastings     Ongoing    Information collected to monitor Department for        Yes        51 - 500                             No
Building Access Database              staff who require access to       Transport
                                      Ashdown House Hastings, these
                                      include location, division,
                                      telephone number, line
                                      manager. Personal details
                                      include name and car
                                      registration number, if they
                                      require access to the on site car
                                      parks.
Assessment Centre Data     Ceased     Several Assessment Centre           Department for     Yes        501 - 1,000        Ashbourne and     No
                                      companies used as part of           Transport                                        Barkers.
                                      framework contract. Holding
                                      personal data on applicants
                                      including name, address,
                                      curriculum vitae details, date of
                                      birth, gender, etc and
                                      applications and performance
                                      data.
Aviation Security           Ongoing     Contact database includes             Department for   Yes   1,001 - 10,000     CACI               No
Compliance database                     name, addresses, telephone            Transport
                                        numbers and email of industry
                                        security contacts.
Aviation Security           Ongoing     Compliance database containing        Department for   No    10,001 - 100,000   CACI               No
Management System                       numeric and descriptive record        Transport
                                        of security inspections of
                                        transport industry. No personal
                                        data other than names of
                                        inspector and possible
                                        references to names of security
                                        managers dealt with during
                                        inspections.
AWARD Evaluation Data       Ongoing     Web-based. Holds bidders              Department for   No    1,001 - 10,000     Qinetiq Commerce No
Site                                    submissions and the record of         Transport                                 Decisions Ltd
                                        our evaluation of the
                                        submissions.
Bikeability Database        Ongoing     Numbers of pupils trained in          Department for   No    10,001 - 100,000   Steer Davies        No
                                        Bikeability to school level as well   Transport                                 Gleave on behalf of
                                        as many other attributes                                                        DfT
                                        including Bikeability scheme
                                        registration.
Biofuels - List of          Ongoing     Data consisting of the names,         Department for   Yes   501 - 1,000                           Yes   Some organisations that we
Stakeholders                            addresses, telephone numbers          Transport                                                          hold contact details for may
                                        of stakeholders in industry,                                                                             also publish contact details
                                        academia, other Government                                                                               for named individuals on
                                        Departments and NDPBs.                                                                                   their websites

Brain - Rolling Stock leasing Ongoing   Collection of confidential       Department for        No    51 - 500                              No
                                        (commercial) leasing information Transport
                                        taken off rolling stock leases
                                        incorporated into a Excel
                                        spreadsheet.
British Superbike           Ceased      British Superbike (BSB)          Department for        Yes   1,001 - 10,000                        No
competition data                        competition entry data collected Transport
                                        at individual BSB race meetings.
                                        Name, email address, home
                                        address, telephone number.
Bus and Local Transport   Ongoing    Range of surveys on buses and         Department for   No    10,001 - 100,000   Kenda Data    No
surveys                              local transport, notably annual       Transport                                 Systems
                                     Passenger Service Vehicle
                                     (PSV) operators survey covering
                                     c. 1500 bus and coach
                                     operators. Also data on bus
                                     fares, reliability, taxis, parking,
                                     light rail, etc. Includes some
                                     commercially sensitive data
                                     collected under Statistics of
                                     Trade Act
Bus Service Operators     Ongoing    Database held on ETHOS used           Department for   No    1,001 - 10,000                   Yes   The certified payment
Grant Claims                         to calculate Bus Service              Transport                                                     amounts made to each
                                     Operators Grant for payment to                                                                      operator is available on the
                                     bus operators. Operator details                                                                     DfT website.
                                     held are company address,                                                                           http://assets.dft.gov.uk/publi
                                     vendor number, contact                                                                              cations/bsog-grants-paid-to-
                                     telephone number and email                                                                          20120331/bsog-grants-paid-
                                     address. Claim details include                                                                      2011.
                                     service kilometres, fuel
                                     consumption and amount of
                                     grant to be paid and date of
                                     payment.
Bus Service Operators     Ongoing    Hard copy paper records holding Department for         No    1,001 - 10,000                   Yes   The certified payments
Grant Files                          details of operators' Bus Service Transport                                                         made to each operator is
                                     Operators Grant claims, both                                                                        available on the DfT
                                     current and previous.                                                                               website.
                                                                                                                                         http://assets.dft.gov.uk/publi
                                                                                                                                         cations/bsog-grants-paid-to-
                                                                                                                                         20120331/bsog-grants-paid-
                                                                                                                                         2011.pdf
Business                   Ongoing   Business Continuity/Emergency Department for           Yes   51 - 500                         No
continuity/emergency plans           Plans - CD staff contact details. Transport
                                     Name, out of hours contact
                                     telephone numbers.

Computer Aided Facility   Ongoing    Facilities management helpdesk Department for          Yes   1,001 - 10,000     Amey Built    No
Management (CAFM)                    database of staff name, office Transport                                        Environment
database                             address and queries.
Casework Database          Ongoing   All current and 12 months         Department for    Yes   51 - 500                   No
                                     historic complaints and;          Transport
                                     grievances in a log. Records will
                                     not exceed 1000.

Cycling City and Towns     Ongoing   Sample information on approx. Department for        Yes   10,001 - 100,000   AECOM   No
(CCT) Evaluation                     7000 households which have       Transport
respondent identifiers.              agreed to be recontacted as part
                                     of this research project. Can be
                                     linked to Senior Research and
                                     Evaluation (SRE) 3B but is
                                     stored separately and will be
                                     deleted after post-
                                     implementation survey. The data
                                     is stored electronically and in
                                     paper form by the contractor
                                     (AECOM) and is shared with
                                     supply chain members Office of
                                     National Statistics (ONS) and
                                     University of the West England
                                     (UWE) under the terms of the
                                     Data Protection Act.

Cycling City and Towns     Ongoing   Anonymised survey returns          Department for   No    10,001 - 100,000   AECOM   No
(CCT) Evaluation survey              including demographic data,        Transport
data.                                data on travel behaviours and
                                     data on attitudes. The data will
                                     be stored electronically on the
                                     Department for Transport
                                     system and on the contractor's
                                     (AECOM's) system, and
                                     published on the Department for
                                     Transport website.
Ceased Officers Database   Ceased    Old Payroll Data contains          Department for   Yes   1,001 - 10,000             No
                                     preserved awards and queries       Transport
                                     etc.
Chapter                    Ongoing   Chapter - Correspondence and       Department for   Yes   10,001 - 100,000           No
                                     PQ handling system - storing       Transport
                                     records of correspondence and
                                     emails addressed to Ministers
                                     from MPs and members of the
                                     public and PQs addressed to
                                     Ministers by Members of
                                     Parliament. 34,500 records
                                     currently stored.
Computer-held summary of Ceased       Electronic record of                  Department for   No    1,001 - 10,000        No
WPL IA 1                              representations contained in          Transport
                                      Work Parking Levy (WPL) IA 1,
                                      with first half of postcode or area
                                      of home address and work
                                      location where given, and
                                      summary of whether
                                      representation was a pro-forma
                                      response or other, and whether
                                      acknowledged by Nottingham
                                      City Council.
Railway Standards           Ongoing   Data consisting primarily of          Department for   Yes   1,001 - 10,000        Yes   A certain amount of
Consultation Database                 names and addresses from              Transport                                          information is available on
                                      members of the public with an                                                            the Department for
                                      interest in particular transport                                                         Transport website.
                                      issues and who have agreed to
                                      be included in correspondence
                                      regarding consultations within
                                      their area of interest.

Continuing Survey of Road   Ongoing   Domestic data for GB registered Department for         Yes   100,001 - 1,000,000   Yes   Aggregated data (but not
Goods Transport (CSRGT)               Heavy Goods Vehicles, input     Transport                                                personal information) at:
                                      data includes names and                                                                  http://www.dft.gov.uk/pgr/st
                                      addresses of individuals and                                                             atistics/datatablespublicatio
                                      companies together with Vehicle                                                          ns/freight/goodsbyroad/road
                                      Registration Mark (VRM).                                                                 freightstatistics2009
                                      (120,000 vehicle records,
                                      approximately 1 million
                                      associated trip details)

Continuing Survey of Road   Ongoing   Domestic data for Northern     Department for          Yes   10,001 - 100,000      Yes   Aggregated data (but not
Goods Transport NI                    Ireland registered Heavy Goods Transport                                                 personal information) at:
                                      Vehicles (HGVs), input data                                                              http://www.dft.gov.uk/pgr/st
                                      includes names and addresses                                                             atistics/datatablespublicatio
                                      of individuals and companies                                                             ns/freight/goodsbyroad/road
                                      together with Vehicle                                                                    freightstatistics2009
                                      Registration Mark. (10,000
                                      vehicle records and
                                      approximately 80,000 trips)
Cooperative Crash Injury      Ceased    Data concerning the damage to       Department for   Yes   10,001 - 100,000   Transport           No
Study (CCIS)                            vehicles involved in "tow-away"     Transport                                 Research
                                        accidents is compared with                                                    Laboratory (TRL),
                                        personal injury data collected                                                Loughborough
                                        from hospitals in order to                                                    University &
                                        understand the injury causation                                               Birmingham
                                        and therefore improve vehicle                                                 University.
                                        safety design.
Correspondence casework       Ongoing   All external correspondence and     Department for   Yes   1,001 - 10,000                         No
                                        internal briefing requests are      Transport
                                        recorded and performance in
                                        responding is monitored.
Country and Regional          Ongoing   Spreadsheet detailing               Department for   No    51 - 500                               No
Analysis                                programme expenditure by            Transport
                                        region
Crossrail Act - Register of   Ceased    Summary of all the individual       Department for   No    501 - 1,000        Winckworth         Yes   http://www.crossrail.co.uk/ra
Undertakings                            undertakings and assurances         Transport                                 Sherwood (Lawyers        ilway/getting-
                                        given to petitioners and to                                                   - Parliamentary          approval/crossrail-act-
                                        Parliament during the passage                                                 Agents to the            register-undertakings-
                                        of the Crossrail Bill.                                                        Crossrail Project)       assurances then follow link
                                                                                                                                               from that page.
Crossrail Act - Agreements    Ceased    Individual Agreements               Department for   No    51 - 500           (1) Winckworth      No
                                        associated with the Crossrail       Transport                                 Sherwood (Lawyers
                                        Bill.                                                                         - Parliamentary
                                                                                                                      Agents to the
                                                                                                                      Crossrail Project)
                                                                                                                      who hold the origin

Customer relationship         Ongoing   Personal information captured       Department for   Yes   10,001 - 100,000                       No   www.dft.gov.uk
management                              within the CRM system, relating     Transport
                                        to people contacting the Public
                                        Enquiries Team.
Crossrail Act - Petition      Ceased    A collection of several hundred     Department for   Yes   51 - 500           Winckworth         No    Not believed in public
Response Documents                      CDs containing petition             Transport                                 Sherwood                 domain although possible
                                        response documents, given to                                                  (Parliamentary           that some of the documents
                                        those who petitioned the                                                      lawyers) have the        have been published, as
                                        Crossrail Bill prior to its Royal                                             original paper           the petitions to which these
                                        Assent as the Crossrail Act                                                   documents in their       are responses are available
                                        2008.                                                                         records.                 on the UK Parliament
                                                                                                                                               website. Some are held
                                                                                                                                               electronically on the
                                                                                                                                               Commitments Delivery
                                                                                                                                               Tracker.
Cycle Data                  Ongoing   Data depicting the off-road and Department for       No    51 - 500           Landmark            No
                                      on-road cycle-friendly          Transport                                     Information Group
                                      infrastructure, Local Authority
                                      recommended routes and other
                                      attributes including lighting,
                                      surface type, width, traffic
                                      volume and whether the route is
                                      part of the National Cycle
                                      Network. This data complements
                                      and references the Ordnance
                                      Survey Integrated Transport
                                      Network (ITN).

Cycling Instructor Database Ongoing   Details of instructors trained to   Department for   Yes   1,001 - 10,000     Steer Davies        No
                                      deliver training to the National    Transport                                 Gleave on behalf of
                                      Standard for cycle training.                                                  DfT
Data on EU new car van    Ongoing     Commercial data on EU new car Department for         No    over 1,000,000                         No
sales purchased from POLK             and van sales                 Transport

Data on GB new van sales    Ceased    Commercial data on GB new           Department for   No    1,001 - 10,000                         No
from JATO                             van sales.                          Transport
Data on used car residual   Ceased    Commercial data on used car         Department for   No    over 1,000,000                         No
values                                residual values, and forecast       Transport
                                      residual values
Database of BAC levels in   Ongoing   Coroners data. The existing         Department for   No    1,001 - 10,000     Transport           No
road fatalities                       database provides information       Transport                                 Research
                                      on the blood alcohol                                                          Laboratory
                                      concentrations (BACs) of road
                                      traffic accident fatalities.
Database of registered      Ongoing   Dataset of e-mail addresses for     Department for   Yes   10,001 - 100,000   Atos Origin         No
users                                 all registered users of the         Transport
                                      Transport Direct portal
Database of traffic signs   Ongoing   All applications for non-           Department for   No    1,001 - 10,000                         No
casework                              prescribed traffic signs are        Transport
                                      booked on to the database.
                                      Progress and performance is
                                      managed through the database
Deep Port Mapping           Ongoing   Emergency Planning Tool             Department for   Yes   1,001 - 10,000                         No
Database                                                                  Transport
Department for Transport    Ongoing   Holds information for external      Department for   No    1,001 - 10,000     Connect Internet    No
Procurement Data Site                 advisers.                           Transport                                 Solutions Ltd
Department for Transport   Ongoing    Staff Directory includes details of Department for    Yes   1,001 - 10,000                      Yes   Some relating to senior
central Staff Directory               name, payband, unit, building,      Transport                                                         grades is in Civil Service
                                      location and contact details                                                                          Yearbook, Dods Civil
                                      (phone, fax, email), job title and                                                                    Service Companion, Dods
                                      function. Plus additional                                                                             Vachers, Westminster and
                                      (optional) fields to record normal                                                                    Whitehall World
                                      working pattern or add a suitable
                                      photograph.

Diversity Data, SAP Reports Ongoing   Diversity data for all Department    Department for   Yes   1,001 - 10,000                      No
and Downloads                         for Transport central staff          Transport
                                      available - Age, ethnicity,
                                      gender, sexual orientation,
                                      name, location, directorate, etc.
                                      Data from System Applications
                                      & Products or People
                                      Information Management
                                      System.
DVLA Vehicles Database     Ongoing    Driver Vehicle Licensing Agency      Department for   Yes   over 1,000,000                      No
                                      (DVLA) vehicles database. List       Transport
                                      of all licensed and unlicensed
                                      vehicles registered in GB. More
                                      than 80 million records. Includes
                                      the vehicle registration number
                                      plate.

Essex Thameside Data site Future      Holds information, in lieu of a      Department for   No    1-50             Connect Internet   No
                                      physical data room for               Transport                               Solutions Ltd
                                      accredited bidders.
ETHOS Remote Access        Ongoing    Contains details of all              Department for   Yes   1,001 - 10,000                      No
Service (RAS) User                    Department for Transport central     Transport
database                              staff who have been issued with
                                      a laptop to enable them to use
                                      the ETHOS Remote Access
                                      Service. The database contains
                                      the following details: user's
                                      name; user-id; division; location;
                                      make, model; Tag number of
                                      laptop; primary/secondary
                                      machine; connection mode
                                      (wireless or 3G) and IT Focal
                                      Point.
Exceptional Hardship        Ongoing   Name, address, property details, Department for      Yes   51 - 500                            No
Scheme                                personal circumstances,          Transport
                                      finances, medical information


External Publications       Ongoing   The external publications         Department for     Yes   51 - 500                            Yes   - Civil Service Yearbook -
                                      contain DfT(C) Staff organisation Transport                                                          Dods Civil Service
                                      information on senior staff only.                                                                    Companion - Dods Vachers
                                      The data includes: - name,                                                                           - Westminster and
                                      payband, unit, contact details                                                                       Whitehall World
                                      (phone, fax, email), job function

Faststream and Talent       Ongoing   Details of individuals currently in Department for   Yes   51 - 500                            No
Management Spreadsheet                the Fast Stream programme:          Transport
                                      Personal Details include:
                                      Names, Job Titles Allowance
                                      Information and Salary

Freight Insurance and       Ceased    Names and business addresses Department for          No    51 - 500                            No
Licensing stakeholder                 of Freight Insurance and     Transport
database                              Licensing (FIL) stakeholders

Financial information for   Ongoing   Financial information and other    Department for    No    1 - 50                              No
Franchise Agreements                  supporting information for TOC     Transport
                                      Franchise Agreements
Flexible Deployment Tool    Ongoing   Timesheet allocation of hours on   Department for    Yes   1,001 - 10,000                      No
                                      variety of projects. Competency    Transport
                                      Self-Assessments. Only name,
                                      position and time allocations &
                                      self-assessments held within.

Forecast of Vehicle Costs   Ceased    A model which provides detailed    Department for    No    10,001 - 100,000                    No
                                      forecasts of vehicle costs to      Transport
                                      2050.
Framework Agreements        Ongoing   Contracts and Framework            Department for    No    1 - 50             Various framework No   Procurement mandated to
(FWA) contracts                       Agreements to October 12           Transport                                  contracts (including   publish certain contract
                                                                                                                    Interfleet, Atkins     info, redaction as needed of
                                                                                                                    Rail, Kilbourn, Tata   info on live investigation
                                                                                                                    Rail Services and      (using similar exemptions
                                                                                                                    Se                     as for Freedom of
                                                                                                                                           Information (FOI)
Freedom of Information     Ongoing   FITS manages the Department's Department for        Yes   1,001 - 10,000                      No
Tracking System                      Freedom of Information requests Transport
                                     and responses. It is an access
                                     database that is accessed only
                                     via the ETHOS infrastructure by
                                     DfTc staff.

Government Shared          Ongoing   Collection and dissemination of Department for      Yes   51 - 500                            No
Services (Swansea) data              information about current          Transport
site                                 Shared Service Centre
                                     (Swansea) operations (including
                                     but not limited to staff, business
                                     processes, contracts, property
                                     and IT) as well as draft contract
                                     for the new service provider.

Government Shared          Ceased    Web-based data room for the        Department for   No    51 - 500         Connect Internet   No
Services Data Site                   Shared Services procurement        Transport                               Solutions
                                     competition.

Great Western Data Site    Ongoing   Web-based data room used for       Department for   No    1,001 - 10,000   Connect Internet   No
                                     the Great Western franchise        Transport                               Solutions
                                     letting competition 2012
Greater Anglia Data Site   Future    Web-based. Holds information,      Department for   No    51 - 500         Connect Internet   No
                                     in lieu of a physical data room,   Transport                               Solutions Ltd
                                     for accredited bidders.
                                     Competition for the franchise
                                     has ended. The data site is
                                     archived by the data site
                                     provider on to DVD. Will be
                                     copied to DfT shared drive, and
                                     a copy given to the winning
                                     bidder. Update July 20112: The
                                     data site has been closed and
                                     the contents archived to DVD.
                                     Copied to team drive.
High Speed Rail             Ongoing   Responses received to the 2011     Department for   Yes   10,001 - 100,000   Dialogue by Design No
consultation (electronic)             High Speed Rail consultation       Transport                                 (consultation
                                      (web, e-mail, scanned version of                                             response analysis)
                                      hard copy responses). Dataset                                                Precedent (web
                                      contain personal information                                                 agency)
                                      including name, address,
                                      postcode, email (optional) and
                                      response to consultation
                                      questions.
HEAT Help Desk database     Ongoing   Database containing all call       Department for   Yes   1,001 - 10,000                         No
                                      records logged by ETHOS            Transport
                                      users.
Historic Rail Passenger Ongoing       Rail Service Analysis (RSA)        Department for   No    1 - 50                                 No
Demand and Revenue Data               Historic Rail Passenger Demand Transport
                                      and Revenue Data derived from
                                      LENNON/CAPRI matched with
                                      socio-economic, car-
                                      cost/journey time and rail related
                                      variables
Historical rail passenger   Ceased    Rail Service Analysis - Historic   Department for   No    1 - 50                                 No
demand data                           Rail Passenger Demand Data         Transport
                                      derived from LENNON/CAPRI

HMRC/UKBA Freight           Ongoing   Number and weight of goods         Department for   No    over 1,000,000                         No
Tracking System                       vehicles entering UK on Roro       Transport
                                      services, by UK port, country of
                                      loading and cargo description.

Honours data                Ongoing   Nomination and citation for an   Department for     Yes   501 - 1,000        Department for      No
                                      Honour: includes name, dob,      Transport                                   Communities and
                                      service info, previous honours +                                             Local Government
                                      submissions, nationality,                                                    Honours team
                                      address, postcode, telephone.
                                      Nomination and citation for
                                      Gallantry and Long Service
                                      awards. Names + addresses for
                                      Royal Garden Parties.
HR Salary Spreadsheet       Ongoing   Human Resource (HR) Staff and Department for        Yes   51 - 500                               No
                                      Salary spreadsheet            Transport
Human Resource (HR)         Ongoing   HR info from recruitment, and for Department for    Yes   51 - 500           Occasional use of   No
Personnel                             staff                             Transport                                  HR recruitment
                                                                                                                   contract through
                                                                                                                   DVLA
Information Asset Register   Ongoing   Department for Transport (DfT)    Department for    Yes   51 - 500                               Yes   www.dft.gov.uk
                                       Information Asset Register        Transport
Information material         Ongoing   Information material purchases - Department for     Yes   501 - 1,000        Barclaycard         No
purchases                              customer details. Business       Transport
                                       addresses held.
InterCity West Coast Data    Ongoing   Web-based data room providing Department for        No    1,001 - 10,000     Connect Internet    No
Site                                   information to parties        Transport                                      Solutions Limited
                                       prequalified to receive an
                                       Invitation to Tender.
Internal audit files         Ongoing   Internal audit files (paper and   Department for    Yes   51 - 500                               No
                                       electronic) supporting audit      Transport
                                       reports.

International Road Haulage Ongoing     International data for GB-         Department for   Yes   10,001 - 100,000                       Yes   Aggregated data (but not
Survey (IRHS)                          registered HGVs, input data        Transport                                                           personal information) at:
                                       includes names and addresses                                                                           http://www.dft.gov.uk/pgr/st
                                       of individuals and companies                                                                           atistics/datatablespublicatio
                                       together with vehicle registration                                                                     ns/freight/goodsbyroad/road
                                       mark. (50000 records)                                                                                  freightstatistics2009

ITIS journey time data       Ceased    Integrated Transport Information Department for     No    over 1,000,000     ITIS Holdings      No
                                       Service (ITIS) congestion data - Transport                                   (processed by Mott
                                       Data purchased from ITIS                                                     McDonald)
                                       containing GPS-derived journey
                                       times of vehicles

KCW E-Communities            Ongoing   Known Consignor Website           Department for    Yes   1,001 - 10,000     EDUSERV             No
database                               (KCW) E-Communities database Transport
                                       contains addresses and contact
                                       information of companies who
                                       export goods by air, contact
                                       details of Validators who inspect
                                       sites. Certain contact and site
                                       information is transferred to the
                                       EU.

Legal SI Mailmerge           Ongoing   Statutory Instrument production   Department for    No    1,001 - 10,000                         No
Database                               with Highways Agency (HA)         Transport
                                       contacts details attached. The
                                       nature of the asset is 30 or so
                                       HA administrators and their
                                       office locations.
Linked police and hospital   Ongoing   The database links record level Department for        No    100,001 - 1,000,000 NHS Information    No
road casualty database                 data collected by the           Transport                                       Centre
                                       police(STATS19) and processed
                                       by DfT with Hospital Admissions
                                       (HES) data. The linking is
                                       undertaken by the NHS
                                       Information Centre and an
                                       anonymised data set provided.

List of representors on TWA Ongoing    List of names and addresses of Department for         Yes   1,001 - 10,000                         No
Order applications                     each person who has made         Transport
                                       representations on an
                                       application for an Order under
                                       the Transport Works Act (TWA),
                                       together with a reference
                                       number. Each application has its
                                       own list.

Locard - Evidence            Ongoing   Locard - adapted from police         Department for   No    1,001 - 10,000        Rail Accident    No    RAIB ultimately only release
                                       evidence capture system. Plans       Transport                                    Investigation          investigation info pre-
                                       to use in house Rail Accident                                                     Branch/ Atkins         publication with a court
                                       Investigation Branch (RAIB)                                                                              injunction
                                       system in preparation.
London Area Travel Survey Ceased       The London Area Travel Survey        Department for   Yes   100,001 - 1,000,000                    No
(LATS)                                 (LATS) collected data on a           Transport
                                       sample of rail journeys in 2001.
                                       Data items include origin &
                                       destination addresses, rail
                                       stations used, reason for
                                       journey, ticket type, sex and age.

Longer Semi-trailer Trial    Ongoing   Relational database of trial         Department for   No    1,001 - 10,000                         No
database                               participants, allocations, Vehicle   Transport
                                       Special Orders (VSO), trailers
                                       and other data
Losses and Special           Ongoing   List of losses and special           Department for   No    51 - 500                               No
Payments Register                      payments                             Transport
Low Carbon Vans Survey       Ceased    Survey of 400 van owners             Department for   Yes   51 - 500                               Yes   Aggregated data (but not
                                                                            Transport                                                           personal information) at:
                                                                                                                                                http://www.dft.gov.uk/pgr/st
                                                                                                                                                atistics/datatablespublicatio
                                                                                                                                                ns/freight/lowcarbonvan
Marine Accident              Ongoing   Marine Accident Investigation        Department for   Yes   501 - 1,000                            No
Investigation Branch                   Branch (MAIB) Outlook-based          Transport
Contacts address book                  list of contacts
Marine Accident            Ongoing   Marine Accident Investigation      Department for   Yes   1,001 - 10,000     No
Investigation Branch                 Branch (MAIB) - Any sort of        Transport
Forensically copied                  electronic data gathered in the
evidence                             course of an investigation
                                     including: hard drives, e-mail
                                     streams, electronic chart/GPS
                                     downloads

Marine Accident            Ongoing   Record of correspondence        Department for      Yes   1,001 - 10,000     No
investigation Branch                 received by the Marine Accident Transport
Incoming Post Log                    Investigation Branch (MAIB).

Marine Accident            Ongoing   Information collected about        Department for   Yes   10,001 - 100,000   No
Investigation Branch,                marine accidents, and Marine       Transport
Incident Database System             Accident Investigation Branch's
(MIDS)                               (MAIB) analysis in the course of
                                     its investigations.
Marine Accident            Ongoing   Marine Accident Investigation      Department for   No    501 - 1,000        No
Investigation Branch                 Branch (MAIB) - Downloads          Transport
primary Voyage Data                  from Voyage Data Recorders
Recorders evidence                   (VDRs) containing information
                                     about vessel's speed, heading,
                                     radar images, engine and
                                     steering settings, and
                                     audio/video recordings.
Marine Accident            Ongoing   Marine Accident Investigation      Department for   No    501 - 1,000        No
Investigation Branch                 Branch (MAIB) Draft reports,       Transport
Publications data                    diagrams and images.

Marine Accident            Ongoing   Marine Accident Investigation   Department for      No    501 - 1,000        Yes   Marine Accident
Investigation Branch                 Branch (MAIB). Information that Transport                                          Investigation Branch
published evidence                   was gathered under Primary                                                         website
                                     Voyage Data Recorders and
                                     Forensically copied evidence
                                     which was subsequently
                                     included in published reports
Marine Accident             Ongoing   The database contains details of Department for    No    501 - 1,000                      Yes   Subscription websites such
Investigation Branch Ship             ships that may have been the       Transport                                                    as SeaWeb
database                              subject of a Marine Accident
                                      Investigation Branch (MAIB)
                                      investigation, or which were third
                                      parties in an incident but
                                      supplied, for example, Voyage
                                      Data Recorders downloads to
                                      assist with an investigation.

Marine Accident             Ongoing   MAIB Inspectors have access to Department for      Yes   501 - 1,000                      No
Investigation Branch (MAIB)           an e-mail system that is          Transport
e-mail                                separate from, but which
                                      complements their ETHOS
                                      accounts. This allows them to
                                      access their e-mail in the field,
                                      and has fewer restrictions on
                                      attachments.

Medical Referrals           Ongoing   Anonymous list sent to our        Department for   No    1,001 - 10,000                   No
                                      medical provider.                 Transport

MINCOM/IMPReS               Ceased    Correspondence and emails       Department for     Yes   100,001 - 1,000,000              No
                                      containing                      Transport
                                      names/addresses/postcodes/em
                                      ail addressed to Ministers from
                                      MPs and members of the public.
                                      310,000+ records since 1999

National Public Transport   Ongoing   Dataset of every public transport Department for   No    100,001 - 1,000,000 Landmark     Yes   Via Data.gov
Access Nodes (NaPTAN)                 node in Great Britain e.g. bus    Transport
                                      stop, railway station etc

National Public Transport   Ongoing   A weekly snapshot of all public   Department for   No    over 1,000,000        Thales     Yes   Via Data.gov
Data Repository                       transport services in Great       Transport
                                      Britain that is gathered each
                                      October
National Public Transport   Ongoing   Dataset of every discreet         Department for   No    10,001 - 100,000      Landmark   Yes   Via Data.gov
Gazetteer                             location in Great Britain e.g.    Transport
                                      town, village, suburb
National Rail Travel Survey Ceased    Rail Service Analysis (RSA).       Department for    Yes   100,001 - 1,000,000                        No
(NRTS)                                The National Rail Travel Survey Transport
                                      (NRTS) collected data on a
                                      sample of rail journeys. Data
                                      items include origin &
                                      destination addresses, rail
                                      stations used, reason for
                                      journey, ticket type, and selected
                                      demographic variables.

National Rail Trends (NRT) Ongoing    Office of Rail Regulation (ORR)     Department for   No    1 - 50                                     Yes   http://www.rail-
data                                  supply privileged pre-release       Transport                                                               reg.gov.uk/server/show/nav
                                      access to statistics for National                                                                           .2026
                                      Rail trends (NRT) publications

National Road Condition     Ongoing   National Road Condition         Department for       No    over 1,000,000        Data purchased       No
Database                              Database. Measurements of       Transport                                        from Transport
                                      road surface condition of roads                                                  Research
                                      taken from local authority                                                       Laboratory (TRL)
                                      SCANNER (Surface Condition                                                       and processed in
                                      Assessment for the Nationals                                                     house.
                                      Network of Roads). These
                                      machine surveys are carried our
                                      carried out using accredited
                                      SCANNER vehicles. The data is
                                      gathered from contractors by
                                      TRL (Transport Research
                                      Laboratory).

National Security Vetting   Ongoing   Extensive and detailed personal Department for       Yes   10,001 - 100,000      FCO Vetting           No
Database                              information and personal history Transport                                       Services - clauses
                                      including those of family, other                                                 in a draft SLA that
                                      relationships, financial details,                                                recognise
                                      criminal records of Departmental                                                 protection of data
                                      Staff for the purpose of gaining                                                 whilst in their owner
                                      National Security Vetting
                                      clearance.

National Travel Survey      Ongoing   National Travel Survey (NTS). A Department for       No    100,001 - 1,000,000 National Centre for Yes      Cut down extract available
(NTS)                                 continuous household survey of Transport                                       Social Research              to researchers from
                                      personal travel in GB. Data                                                                                 University of Essex data
                                      collected from approx 20,000                                                                                archive
                                      individuals per year.
NDPB membership              Ongoing   Non Departmental Public Bodies Department for       Yes   51 - 500                          No
application papers (BTPA               (NDPB) applications and         Transport
only)                                  associated material relating to
                                       public appointments to the
                                       division's NDPB, including
                                       personal information needing
                                       protection
Notes to Resource            Ongoing   Data prepared by HR from SAP     Department for     Yes   1 - 50                            Yes   Departmental resource
Accounts                               payroll system giving            Transport                                                        accounts (we receive fresh
                                       remuneration details of Board                                                                     data in advance of
                                       members; Ministers etc as                                                                         producing each year's
                                       required for resource account                                                                     accounts)
                                       disclosure
On The Spot (OTS)            Ceased    Details of accident investigations Department for   Yes   1,001 - 10,000   Transport        No    The asset itself is not in the
database                               including gender, age, group,      Transport                               Research               public domain only the
                                       vehicle damage, road layout,                                               Laboratory and         research work from the data
                                       injust mechanism.                                                          Loughborough           is in the public domain.
                                                                                                                  University             These reports are either on
Online DSE Risk              Ongoing   A bought in online package         Department for   Yes   1 - 50                            No
Assessments                            where staff can do a Display       Transport
                                       Screen Equipment (DSE) risk
                                       assessment on line and any
                                       difficulties are highlighted for a
                                       trained assessor to visit them to
                                       go through and resolve the
                                       problems.

Online Vetting Application   Ongoing   This excel spreadsheet records Department for       Yes   1,001 - 10,000                    No
Spreadsheet                            details of security clearance    Transport
                                       applications which have been
                                       made online by the Department
                                       and National Security Vetting
                                       sponsors. It contains the names
                                       and dates of birth of the
                                       applicants. It is updated by the
                                       Transport Security Strategy
                                       vetting team staff.
Penna 360                   Ongoing   360 data on Senior Managers.          Department for   Yes   1,001 - 10,000   Penna   No
                                      Penna invite colleagues of the        Transport
                                      requestor to complete a 15
                                      online questionnaire on the
                                      requestor. The 360 Partnership,
                                      compile and release analysis to
                                      DfT.
Performance Management      Ongoing   Process of liaison with DG's to       Department for   Yes   1,001 - 10,000           No
                                      establish Performance Review          Transport
                                      marking for staff across the
                                      department. Linked to diversity
                                      data including age, gender,
                                      disability, ethnicity.
Personnel Information       Ceased    HR legacy data system. Stores         Department for   Yes   1,001 - 10,000           No
Management System                     Department for Transport central      Transport
(PIMS) Leg                            legacy data prior to the transfer
                                      of HR function to the DVLA
                                      Shared Services Centre
                                      Swansea in April 2008

Personnel Information       Ongoing   Legacy HR system, now phased          Department for   Yes   1,001 - 10,000           No
Management System                     out/migrated to Shared                Transport
(PIMS) SD                             Services/Systems Applications
                                      and Products (SAP). Data stored
                                      - Name, Staff No., Pay Band,
                                      Work Hours, Org Unit and Cost
                                      centre
Plug-in Car and Van Grant   Ongoing   The asset is a web application        Department for   Yes   51 - 500                 No
Recipients                            logging orders and sales of cars      Transport
                                      eligible for the DfT Office for Low
                                      Emission Vehicles' Plug-in Car
                                      and Van Grants, which provides
                                      25% or 20% off the cost of an
                                      eligible ultra low emission
                                      vehicle up to a maximum of
                                      5000 or 8000 pounds
                                      respectively. The order details
                                      contain some personal data of
                                      recipients, such as names and
                                      addresses and car registration
                                      numbers.
Police breath alcohol         Ongoing   Results of breath alcohol        Department for      No    over 1,000,000                         No
screening test results                  screening tests collected by     Transport
                                        police using new digital meters
                                        funded by DfT. Data includes
                                        information about breath alcohol
                                        levels, reason for test, age,
                                        gender and time of day.

Police fatal accident files   Ongoing   This asset contains police fatal Department for      Yes   10,001 - 100,000   Transport           Yes   Data from the archive have
                                        road traffic accident files. The  Transport                                   Research                  been used to inform a
                                        detailed information contained in                                             Laboratory Ltd            number of DfT-
                                        these files relates to road                                                                             commissioned research
                                        accidents in participating police                                                                       projects (which contain
                                        force areas where someone has                                                                           aggregate, anonymised
                                        been killed in a road traffic                                                                           results only relating to a
                                        accident. The files provides an                                                                         subset of cases). Reports
                                        archive that may be used as a                                                                           published on DfT or
                                        tool for in-depth accident                                                                              contractor website
                                        investigation by researchers,
                                        engineers and policy makers.

Port traffic data             Ongoing   Port traffic data - total tonnage   Department for   Yes   1,001 - 10,000     BMT Reliability plc Yes   Aggregated data published
                                        broken down by port, broad          Transport                                                           as National Statistics.
                                        cargo type, quarter, direction of                                                                       http://www.dft.gov.uk/pgr/st
                                        flow, origin/destination port,                                                                          atistics/datatablespublicatio
                                        shipper.                                                                                                ns/maritime/
Press Notice Distribution     Ongoing   Press Notice Distribution data.     Department for   Yes   501 - 1,000        Central Office of   No
Data                                    Name, email address, postal         Transport                                 Information
                                        address, telephone number.
                                        Organisation, subject interest.
Promotional material          Ongoing   Promotion material distribution     Department for   Yes   1,001 - 10,000     Camber Town         No
distribution lists                      lists - Name, email address,        Transport
                                        postal address, telephone
                                        number, subject interest.
Rail Commercial               Ongoing   Emergency Manual for Rail           Department for   Yes   1 - 50                                 No
Emergency Manual                        Commercial                          Transport

Rail freight forecasts for    Ceased    Rail freight forecasts for 2019     Department for   No    10,001 - 100,000                       No
2019                                                                        Transport
Rail passenger count data   Ongoing    Rail Analysis. Train operators      Department for   No    1,001 - 10,000                     No
                                       collect passenger count data on Transport
                                       periodic cycles (at least
                                       biannually), to facilitate capacity
                                       planning and rolling stock
                                       allocation within individual Train
                                       Operating Company (TOC).
Rail Service Analysis: Train Ongoing   Modelling of interventions          Department for   No    51 - 500                           No
Operating Company (TOC)                including estimates and             Transport
modelled data                          forecasts of revenue and
                                       demand and impact of
                                       interventions on TOC revenue
                                       and costs

Rail stakeholder database   Ongoing    Names and addresses of approx Department for         Yes   1,001 - 10,000                     Yes   On web sites of the
                                       1400 bodies connected with the Transport                                                            identified stakeholders.
                                       rail industry.

Rail Technical Contract     Ongoing    Contract information (e.g.          Department for   Yes   1 - 50                             No
Information                            employment of                       Transport
                                       consultants/contractors, temps
                                       and other non-permanent staff)
                                       in support of DfT's rail research
                                       programme.
Rail Technical tender       Ongoing    Tender documents, in particular, Department for      Yes   1 - 50                             No
documents                              those for research projects      Transport

Reasonable Adjustments      Ongoing    Contains details of equipment   Department for       Yes   1,001 - 10,000                     No
                                       provided to employees for non   Transport
                                       standard adjustments to work
                                       stations such as voice
                                       recognition software, monitors
                                       and non IT items such as
                                       orthopaedic chairs and names of
                                       employees to whom the
                                       equipment has been assigned.


Redfern Travel Contract     Ongoing    Information to allow staff of the Department for     No    1,001 - 10,000   Redfern Travel Ltd No
                                       central Department for Transport Transport
                                       to book UK business travel
                                       including: names. official
                                       address, e-mail address and
                                       telephone number.
Representations on TWA     Ongoing   Letters and e-mails expressing Department for           Yes   1,001 - 10,000                         No
Order applications                   views on applications for      Transport
                                     Transport and Works Act (TWA)
                                     Orders. These include names
                                     and addresses and sometimes
                                     phone nos.

Responses to consultations Ongoing   Reponses to public               Department for         Yes   501 - 1,000                            No
carried out externally               consultations which are carried Transport
                                     out by external bodies on behalf
                                     of the Department for Transport

Responses to public        Ongoing   Responses to public                    Department for   Yes   501 - 1,000                            No
consultations by                     consultations which are carried        Transport
Department for Transport             out by the Department for
                                     Transport
RightNow Customer          Ongoing   Staff contact information: name,       Department for   Yes   51 - 500           Siemens provide      No
Relationship Management              payband, unit, building, location      Transport                                 the enquiry service.
System                               and contact details (phone, fax),                                                Information also
                                     job title and function; Also Dft                                                 backed up by
                                     enquiry contacts: name and                                                       RightNow
                                     extension number of                                                              Technologies in the
                                     approximately 500 staff - text                                                   USA.
                                     answers - and lines to take on
                                     topical issues
Road Accident In Depth     Future    This asset contains legacy data        Department for   Yes   10,001 - 100,000   Contracts awarded No
Studies (RAIDS)                      from the Department's OTS,             Transport                                 to TRL and TSRC
                                     CCIS and HVCIS accident                                                          Loughborough
                                     studies. It contains                                                             University (May
                                     measurements taken at the                                                        2012) for data
                                     scene of accidents, damage to                                                    collection and
                                     vehicles, injuries to persons                                                    upload
                                     involved in the accidents and the
                                     investigators conclusions of the
                                     investigations. Data collection
                                     will begin again towards the end
                                     of 2012 under the RAIDS
                                     project. The data entered in the
                                     database is anonymised on
                                     entry and contains no
                                     information that directly identifies
                                     an individual.
Road Accident Statistics -   Ongoing   Road Accident Statistics         Department for      Yes   over 1,000,000   Data is collected by Yes   Anonymised extracts
STATS 19                               (STATS 19) - Data collected      Transport                                  the police at the          uploaded to data.gov.uk
                                       from GB police forces following                                             scene of an
                                       accidents. Data includes vehicle                                            accident and
                                       registration mark geographic                                                processed by the
                                       data and dates and times                                                    Department for
                                       (approx 3800000 records).                                                   Transport.

Road Safety Compliance       Ceased    Database of names & addresses Department for         Yes   51 - 500                             No
Consultation                                                         Transport
Road Safety Consultation     Ceased    Database of names, email        Department for       Yes   1,001 - 10,000                       No
                                       addresses and post code details Transport
                                       of consultees
Roadside survey of vehicle   Ongoing   Roadside survey of vehicle          Department for   Yes   over 1,000,000   Nationwide Data     No
registration marks                     registration marks. Dataset         Transport                               Collection (NDC)
                                       consists of photographs of cars
                                       on the UK road network, and
                                       auto-captured number plate
                                       data. Photos are taken at c. 200
                                       sites around UK each June.
                                       Roughly 1.5-1.7 million marks
                                       captured per year. Survey now
                                       moved to biennially rather than
                                       annually, operating in odd-
                                       numbered years from 2011
                                       onwards.
RSA/NAM: TOC data used       Ongoing   Train Operating Company (TOC)       Department for   No    1 - 50                               No
in economic modelling                  revenue estimates and forecasts     Transport
                                       and - where available - detailed
                                       analysis. Data and forecasts are
                                       commercially confidential.

RSA: Channel Tunnel rail     Ongoing   Statistics on channel tunnel rail   Department for   No    51 - 500                             No
statistics                             passengers and freight              Transport
RSA: National Passenger      Ongoing   Passenger Focus supply           Department for      No    1 - 50                               Yes    http://www.passengerfocus.
Survey (NPS) data                      privileged pre-release access to Transport                                                             org.uk/research/nps/content
                                       TOC-level aggregate statistics                                                                         .asp
                                       for the National Passenger
                                       Survey (NPS).
Renewable Transport Fuel   Ongoing   All information required to       Department for    No    51 - 500                    No
Obligations Order (RTFO)             operate accounts under the        Transport
information                          Renewable Transport Fuel
                                     Obligations Order 2007(as
                                     amended), includes account
                                     holder details, company
                                     addresses and user details
                                     (names, contact details); data on
                                     amounts of fossil and biofuel
                                     supplied by the account holders;
                                     ownership and transfer of
                                     Renewable Transport Fuel
                                     Certificates between suppliers;
                                     compliance of account holders
                                     with their obligations and data
                                     received from HMRC to
                                     substantiate suppliers claims.

SAP                        Ongoing   SAP is an HR core management Department for         Yes   1,001 - 10,000              No
                                     system, holds HR records. Data Transport
                                     stored -Diversity Data; National
                                     Insurance Nos; Bank Details.

Senior Civil Service Pay   Ongoing   Annual Senior Civil Service        Department for   Yes   501 - 1,000                 No
                                     (SCS) Pay Award & bonus            Transport
                                     recommendations stored in a
                                     series of password protected
                                     spreadsheets.
Senior Civil Service       Ongoing   Recruitment tool for matching      Department for   Yes   51 - 500                    No
Succession Management                candidates to upcoming Senior      Transport
                                     Civil Service (SCS) positions.
                                     Senior level data and salaries.
Secondment & Interchange Ongoing     Details of individuals currently   Department for   Yes   1,001 - 10,000              No
Spreadsheets                         seconded from or to DfTc           Transport
                                     including names, job titles,
                                     allowance, information on salary

Segmentation study         Ceased    Segmentation study final dataset Department for     No    1,001 - 10,000   TNS-BMRB   Yes   http://www.dft.gov.uk/data/r
anonymised data                      (anonymised). The variables      Transport                                                  elease/10036
                                     included attitudes to climate
                                     change and transport,
                                     information on transport
                                     behaviour and classification
                                     information e.g. age; gender;
                                     ethnicity; income group.
SHARP Database              Ongoing   Safety Helmet Assessment and Department for         Yes   1,001 - 10,000                      No
                                      Rating Programme (SHARP) -      Transport
                                      Database of e-mail contacts who
                                      have requested regular safety
                                      information from DfT

Sharp Website               Ongoing   Sharp Website allows for users Department for       Yes   51 - 500                            No
Registrations Data                    to register their details for  Transport
                                      updates. Names, addresses and
                                      email addresses held.

Software Licence Tracker    Ongoing   Details of licensing information   Department for   Yes   501 - 1,000                         No
                                      for software purchased/held by     Transport
                                      DfT(Central).
Civil Service People Survey Ongoing   Legacy data compiled by the        Department for   No    1,001 - 10,000   Open Research      No
                                      Open Research Compiler             Transport                               Compiler
                                      (ORC). This is staff anonymous
                                      data following a staff survey,
                                      conducted every year.

Survey of Foreign Vehicle   Ceased    Survey of foreign HGVs             Department for   Yes   1,001 - 10,000   AECOM              Yes   Aggregated data (but not
Activity                              undertaking haulage on UK          Transport                                                        personal information) at:
                                      (3,161 vehicle records)                                                                             http://www.dft.gov.uk/pgr/st
                                                                                                                                          atistics/datatablespublicatio
                                                                                                                                          ns/freight/foreignvehicle/for
                                                                                                                                          eignroadgoodsfinal
Tardis - Investigation      Ongoing   Train Accident Reporting           Department for   Yes   501 - 1,000                         No    Rail Accident Investigation
                                      Database Investigation System      Transport                                                        Branch ultimately only
                                      (Tardis) - Rail Accident                                                                            release investigation info
                                      Investigations Database                                                                             pre-publication with a court
                                                                                                                                          injunction
Thameslink Rolling Stock    Ongoing   Web-based. Holds information,      Department for   No    1,001 - 10,000   Connect Internet   No
Project Data Site                     in lieu of a physical data room,   Transport                               Solutions Ltd
                                      for accredited bidders.
Tonnage Tax Training        Ongoing   List of trainee cadets with        Department for   Yes   1,001 - 10,000                      No
Commitment database                   number of months they have         Transport
                                      been training against the
                                      Company name to ensure that
                                      Companies are fulfilling their
                                      training requirements.
Traffic count data         Ongoing   The dataset contains manual       Department for   No    over 1,000,000                        Yes   http://www.dft.gov.uk/statisti
                                     and automatic traffic counts that Transport                                                          cs/series/traffic The tables
                                     are used to produce annual road                                                                      at the above link are
                                     traffic estimates for GB. Some                                                                       published tables which
                                     other data are collected by the                                                                      summarise much of the
                                     automatic traffic counters, such                                                                     traffic count data at a
                                     as speeds of vehicles. The data                                                                      national level. Individual
                                     items are counts of the number                                                                       count data are being
                                     of vehicles passing a particular                                                                     released during 2012.
                                     location at a particular time.
                                     Personal data (such as number
                                     plates) are not collected as part
                                     of this exercise.

Trafficmaster congestion   Ongoing   Data purchased from               Department for   No    over 1,000,000     Trafficmaster      No    Statistics derived from
data                                 Trafficmaster containing Global Transport                                                            information asset are
                                     Positioning System (GPS)                                                                             published in statistical
                                     derived journey times of vehicles                                                                    reports

Transec Information        Ongoing   Contact database. Names,          Department for   Yes   1,001 - 10,000     Triad built the     No
Management System                    addresses, telephone number       Transport                                 database and offer
(TIMS) - 1                           and e-mail of up 10,000                                                     ongoing support via
                                     transport industry security                                                 a Service Level
                                     contacts. Information is stored                                             Agreement (SLA)
                                     on the TIMS system.
Transec Information        Ongoing   TIMS - inspection database.       Department for   No    10,001 - 100,000   Triad build the     No
Management System                    Numeric and descriptive record    Transport                                 database and offer
(TIMS) - 2                           of security inspections of                                                  ongoing support via
                                     transport industry. No personal                                             a Service Level
                                     data other than name of                                                     Agreement (SLA)
                                     inspector and possible
                                     references to names of security
                                     managers dealt with during
                                     inspections
UK Search and Rescue       Ongoing   Web-based data room for the       Department for   No    501 - 1,000        Connect Internet   No
(SAR) Data Site                      UK SAR procurement project.       Transport                                 Solutions
                                     Originally named GAP SAR
Unredacted Franchise       Ongoing   Unredacted versions of the     Department for      No    1 - 50                                No
Agreements                           Franchise Agreements between Transport
                                     the Department for Transport
                                     and Train Operating Companies.
User Identification        Ongoing     Names and other details of           Department for   Yes   1,001 - 10,000     No
Documents (ID) database                ETHOS users                          Transport
Van Activity Baseline      Ceased      Survey of 20,000 van owners in Department for         Yes   10,001 - 100,000   Yes   Aggregated data (but not
Survey                                 England. Detailed responses     Transport                                            personal information) at:
                                       received from 9,000 van owners.                                                      http://www.dft.gov.uk/pgr/st
                                                                                                                            atistics/datatablespublicatio
                                                                                                                            ns/freight/goodsbyroad/road
                                                                                                                            freightstatistics2008

Vetting Data on Security   Ongoing     Applicant - name, title, date of     Department for   Yes   1,001 - 10,000     No
Questionnaire Forms                    birth, place of birth, current and   Transport
                                       past address, postcode,
                                       employer name, nationality,
                                       government service history and
                                       criminal history. Applicant's
                                       partner and parents - name, title,
                                       date of birth, place of birth,
                                       current and past address and
                                       nationality of applicant's partner
                                       and parents.
Vetting Information on Local Ongoing   ETHOS system database, data          Department for   Yes   1,001 - 10,000     No
IT System                              held: name, date of birth, place     Transport
                                       of birth, postcode & employer
                                       name.

VOSA Accidents and         Ongoing     The police use Vehicle Operator Department for        Yes   1,001 - 10,000     No
defects database                       Services Agency (VOSA)            Transport
                                       examiners to inspect vehicles
                                       involved in accidents where it is
                                       alleged or suspected that a
                                       defect may have been a causal
                                       factor. For the duration of this
                                       project, which ended on 31
                                       August 2011, the information
                                       collected by VOSA examiners
                                       was compiled by a contractor in
                                       a database (the VOSA
                                       Accidents and Defects
                                       Database).
Web - for Accident         Ongoing   Accident Investigation Branches Department for           No    501 - 1,000      Epic/ AIBs.   Yes   Reports, urgent safety
Investigation Branch                 (AIB) web site to disseminate     Transport                                                         advice and safety bulletins
                                     bulletins and reports to Industry                                                                   published via web e.g.
                                     and general public                                                                                  www.raib.go.uk.
                                                                                                                                         Operationally imperative
                                                                                                                                         24/7.
Your Reward Flexible       Ongoing   Information held on Your         Department for          Yes   1,001 - 10,000   Benefex       No
Benefits System                      Reward system covers staff       Transport
                                     names, staff number, location,
                                     age, grade, start date, work
                                     status, salary, contract hours,
                                     tax code and NI, benefits
                                     selected and costs. Payroll data
                                     includes salary and allowances..

2008-09 LENNON sales       Ceased    Rail Service Analysis (RSA)         Department for       No    1-50                           No
data download                        2008-09 LENNON sales data           Transport
                                     download
Accident Database          Ongoing   Record of all accidents on DVLA     Driver and Vehicle   Yes   1,001 - 10,000                 No
                                     site and outcomes.                  Licensing Agency
Automated First            Ongoing   To issue tax discs to dealers.      Driver and Vehicle   Yes   1,001 - 10,000                 No
Registration & Licensing             name of person authorised to        Licensing Agency
(AFRL) Appointments                  collect and return discs / Dealer
                                     Profile - name, address, contact
                                     numbers, number of discs
                                     required / Change requests to
                                     number of tax discs required /
                                     Any documents relating to
                                     AFRL.
Anonymised Data            Ongoing   Quarterly anonymised vehicle        Driver and Vehicle   No    over 1,000,000                 No
                                     data; monthly details of keeper     Licensing Agency
                                     changes
Automated Number Plate     Ongoing   Captures Vehicle Registration       Driver and Vehicle   No    1,001 - 10,000                 No
Recognition (ANPR)                   Mark (VRM) of all vehicles          Licensing Agency
database                             entering DVLA site
Assurance reviews          Ongoing   Casework/assessments                Driver and Vehicle   Yes   501 - 1,000                    No
                                     information                         Licensing Agency
Barcoding All Re-Licensing Ongoing   An extract from the BART            Driver and Vehicle   No    over 1,000,000                 No
Transactions (BART) Data             (Barcoding All Re-licensing         Licensing Agency
                                     Transactions) database (part of
                                     DVLA IA 02 Vehicles database)
Budget data                  Ongoing   Working papers for the              Driver and Vehicle   No    50-500                              Yes   http://www.dft.gov.uk/dvla/p
                                       production of the Budgets           Licensing Agency                                                     ublications.aspx
                                       including Programme
                                       information for Business Plan.
Bulk Data                    Ongoing   Monthly First Registration Data;    Driver and Vehicle   No    over 1,000,000                      No
                                       Weekly Cherished Transfer and       Licensing Agency
                                       Keeper Change data; bi-annual
                                       snapshot of the vehicle
                                       database
CASP (Casework and           Ongoing   Electronic Casework system          Driver and Vehicle   Yes   over 1,000,000        IBM/Fujitsu   No
Specialist Process system)             containing all Drivers, Vehicles,   Licensing Agency
                                       and Drivers Medical casework.
                                       Record of eligibility to drive
                                       (medical conditions). Data to
                                       support the processing of
                                       medical cases.
CCTV Security footage        Ongoing   Electronic copy of video footage    Driver and Vehicle   Yes   1,001 - 10,000                      No
                                                                           Licensing Agency
Census Data                  Ongoing   County code, tax class, colour      Driver and Vehicle   No    over 1,000,000                      No
                                       code, chassis VIN no                Licensing Agency
Certificate Of Destruction   Ceased    Information from salvage yards      Driver and Vehicle   No    over 1,000,000                      No
data                                   of those vehicles that have         Licensing Agency
                                       received a certificate of
                                       destruction
Commercial tender and        Ongoing   Commercial tender and contract      Driver and Vehicle   No    51 - 500                            No
contract documentation                 documentation for Major             Licensing Agency
                                       Contracts
Commercial tender and        Ongoing   Commercial tender and contract      Driver and Vehicle   No    51 - 500                            No
contract documentation                 documentation for Policy and        Licensing Agency
                                       procurement
Commercial tender and       Ongoing    Commercial tender and contract      Driver and Vehicle   No    51 - 500                            No
contract documentation                 documentation for IT                Licensing Agency
Customer enquiries data (e- Ongoing    Customer enquiries data             Driver and Vehicle   Yes   100,001 - 1,000,000                 No
mail)                                  (vehicles and drivers)              Licensing Agency
Customer/Ministerial        Ongoing    Step 1 complaints kept in paper     Driver and Vehicle   Yes   1,001 - 10,000                      No
complaints                             format for a 13 month period        Licensing Agency

Data scans                   Ongoing   Trade and related information.      Driver and Vehicle   No    1-50                                No
                                                                           Licensing Agency
Database of physical         Ongoing   Record of physical security         Driver and Vehicle   Yes   51 - 500                            No
security breaches                      breaches                            Licensing Agency
DirectGov and DVLA Web       Ongoing   Values associated with              Driver and Vehicle   No    1-50                                No
Metrics                                customer use of the DirectGov       Licensing Agency
                                       and DVLA websites
Driver and Vehicle          Ongoing   Driver and Vehicle Microfilming      Driver and Vehicle   Yes   over 1,000,000                    No
Image/Microfilm library               library - Part of the main driver    Licensing Agency
                                      and vehicle library. Microfilms no
                                      longer produced but library
                                      maintained.
Driver and Vehicle          Ongoing   Driver and Vehicle Intelligence      Driver and Vehicle   Yes   10,001 - 100,000                  No
Intelligence Database                 Database (DaVID) - Intelligence      Licensing Agency
                                      for the purpose of prevention /
                                      detection of criminal activity
                                      against the Agency.

Driver data enquiries       Ongoing   A range of extracts of drivers       Driver and Vehicle   Yes   over 1,000,000                    No
                                      data for research, legal and         Licensing Agency
                                      criminal investigations and
                                      customer segmentation and
                                      communication.
Driver Licence Check (DLC) Ongoing    Drivers Licence Check (Link to       Driver and Vehicle   Yes   100,001 - 1,000,000 IBM/Fujitsu   No
data (Public Sector)                  Drivers Database (D90) - only        Licensing Agency
                                      for Public Sector Organisations
Driver Validation Service   Ongoing   Data held on Driver Validation       Driver and Vehicle   Yes   over 1,000,000      IBM/Fujitsu   No
(DVS) data                            Service (DVS) and contractual        Licensing Agency
                                      agreements
Drivers 90                  Ongoing   Includes all GB driver licensing     Driver and Vehicle   Yes   over 1,000,000      IBM/Fujitsu   No
                                      information required for             Licensing Agency
                                      transaction processing e.g.
                                      name, address, d/o/b,
                                      entitlement, endorsements.
                                      Information is stored on system
                                      including historic information
                                      stored on CD/microfiche.

Drivers Medical Policy      Ongoing   Sensitive Panel issues, such as Driver and Vehicle        Yes   501 - 1,000                       No
Correspondence                        Diabetes, Vision, and relevant  Licensing Agency
                                      individual correspondence,
                                      includes names and addresses.

Drivers Medical Policy      Ongoing   Major Legislative/ Policy        Driver and Vehicle       No    500-1,000                         No
Information                           debates. Potential legal changes Licensing Agency
                                      relating to period of medical
                                      licenses.
Drivers Policy               Ongoing   Sensitive driver licensing issues Driver and Vehicle    Yes   500-1,000                          No
correspondence                         and cases, ombudsmen cases, Licensing Agency
                                       military licensing, legal,
                                       ministerial, cross-government
                                       correspondence,
                                       correspondence with European
                                       counterparts, information
                                       regarding specific driving licence
                                       incidents

Drivers Policy information   Ongoing   GB & EU legislation and         Driver and Vehicle      No    500 - 1,000                        No
                                       regulations, DVLA & DfT         Licensing Agency
                                       policies, standard responses.
Display Screen Equipment Ongoing       Record of all DSE assessments. Driver and Vehicle       Yes   1,001 - 10,000                     No
(DSE) database                                                         Licensing Agency
DVLA car parking data base Ongoing     Staff details regarding car     Driver and Vehicle      Yes   1,001 - 10,000                     No
                                       permits/security passes.        Licensing Agency
                                       Name/staff number/registration
                                       mark for car parking.
Electronic Driver            Ongoing   Data held as part of the        Driver and Vehicle      Yes   over 1,000,000   IBM/Fujitsu       No
Entitlement Data                       Electronic Driver Entitlement   Licensing Agency
                                       Checking Service [EDECS]
                                       (includes supporting
                                       documentation for the delivery
                                       and management of the service)
                                       (via Electronic Links Interface
                                       and Strategy Enablement
                                       (ELISE) business to business
                                       facility and Drivers database
                                       (D90 drivers database)

Electronic Vehicle Licensing Ongoing   Online transaction database        Driver and Vehicle   Yes   over 1,000,000   IBM/Fujitsu       No
(EVL) data                             which forms part of the DVLA e-    Licensing Agency
                                       services
Electronic Point of Sale     Ongoing   Payments for vehicle licences,     Driver and Vehicle   Yes   over 1,000,000                     No
(EPOS)                                 cherished transfers, other         Licensing Agency
                                       vehicle related transactions and
                                       enforcement payment collection.
                                       Will contain name, address and
                                       Vehicle Registration Mark.

Estate / building maps       Ongoing   Details of building layouts        Driver and Vehicle   No    1-50             Land Securities   No
                                                                          Licensing Agency                            Trillium
Electronic Vehicle Licensing Ceased    Zipped Folders containing the     Driver and Vehicle   No    over 1,000,000        No
(EVL) Prize draw Data                  Electronic Vehicle Licensing      Licensing Agency
                                       (EVL) transaction populations
Electronic Vehicle Licensing Ongoing   A monthly report of successful    Driver and Vehicle   No    over 1,000,000        No
(EVL) Transaction Data                 and failed transactions for       Licensing Agency
                                       Electronic Vehicle Licensing.
Financial accounts          Ongoing    Working papers for the            Driver and Vehicle   No    51 - 500              Yes   http://www.dft.gov.uk/dvla/p
                                       production of the financial       Licensing Agency                                       ublications.aspx
                                       accounts
Financial external audit    Ongoing    External Audit reports on DVLA    Driver and Vehicle   No    1-50                  Yes   www.nao.org.uk
                                       accounts/procedures               Licensing Agency
Financial review data       Ongoing    Working papers for the            Driver and Vehicle   No    51 - 500              No
                                       production of the Quarterly       Licensing Agency
                                       Executive Financial Reviews
Fraud case files            Ongoing    Fraud case files and records of   Driver and Vehicle   Yes   51 - 500              No
                                       interviews and supporting         Licensing Agency
                                       evidence.
Freedom of information      Ongoing    Tracking of requests - includes   Driver and Vehicle   Yes   1,001 - 10,000        No
database                               name, address, e-mail address     Licensing Agency
                                       details.
Health assessment records Ongoing      Record of all assessments         Driver and Vehicle   Yes   51 - 500              No
                                       (stress and health related)       Licensing Agency
Human Resource Casework Ongoing        Internal casework (disciplinary   Driver and Vehicle   Yes   1,001 - 10,000        No
                                       reports)                          Licensing Agency
Information Risk Register   Ongoing    Record of risks to DVLA data      Driver and Vehicle   No    1-50                  No
                                       and mitigation                    Licensing Agency
Management Information      Ongoing    Management information to         Driver and Vehicle   No    1 - 50                Yes   DVLA website (Business
                                       support business process and      Licensing Agency                                       Plan) www.dft.gov.uk/dvla
                                       decision making at corporate
                                       level. Primary uses: Business
                                       Planning and Corporate Risk
                                       Register.
Motor Insurance Anti Fraud Ceased      Information from MIAFTR           Driver and Vehicle   No    100,001 - 1,000,000   No
and Theft Register                     regarding the accident category   Licensing Agency
(MIAFTR)                               of vehicles
Mileage Data               Ongoing     Vehicle Registration Number;      Driver and Vehicle   No    over 1,000,000        No
                                       mileage reading to nearest 1000   Licensing Agency
                                       miles; date of notification
Ministerial submissions     Ongoing    Ministerial Submissions,          Driver and Vehicle   No    501 - 1,000           No
                                       responses, and Parliamentary      Licensing Agency
                                       Questions.
Misrepresented number       Ongoing   Vehicle Registration Mark           Driver and Vehicle   Yes   1,001 - 10,000        No
plate database                        (VRM), name and address of          Licensing Agency
                                      registered keeper and/or driver
                                      of vehicle. Registered files will
                                      contain photograph of the
                                      vehicle.
Mosaic Data                 Ongoing   Lifestyle codes attributed to       Driver and Vehicle   No    over 1,000,000        No
                                      DVLA data for market research       Licensing Agency
                                      purposes
Personnel records           Ongoing   Personnel records of all DVLA       Driver and Vehicle   Yes   1,001 - 10,000        No
                                      staff                               Licensing Agency
Policy Advice Precedent     Ongoing   Record of advice given on policy    Driver and Vehicle   No    51 - 500              No
database                              and legislation.                    Licensing Agency
Precedent to guide policy   Ongoing   Details of ongoing policy           Driver and Vehicle   No    51 - 500              No
and decision making                   debates and discussions relating    Licensing Agency
                                      to vehicle registration and
                                      licensing matters.
Privacy Impact              Ongoing   Record of Privacy risk              Driver and Vehicle   No    1-50                  No
Assessments                           assessments to internal and         Licensing Agency
                                      external business processes
Record of benchmarking      Ongoing   Working papers                 Driver and Vehicle        No    1 - 50                No
activities                                                           Licensing Agency
Re-use of Public Sector     Ongoing   Requests made under the Public Driver and Vehicle        Yes   51 - 500              No
Information data                      Sector Information (PSI)       Licensing Agency
                                      Regulations 2005
Risk Management and       Ongoing     Record of risk assessments as Driver and Vehicle         No    1-50                  No
Documentation Sets                    part of system accreditation   Licensing Agency
(RMADS)                               process
Risk Management and       Ongoing     Planning tool for RMADS        Driver and Vehicle        No    1-50                  No
Documentation Sets                                                   Licensing Agency
(RMADS) Tracker
S29 statements under Data Ongoing     Drivers and Vehicles details -      Driver and Vehicle   Yes   1,001 - 10,000        No
Protection Act                        includes S29 statements for         Licensing Agency
                                      courts.
Sale of Marks (SOM) data    Ongoing   Sale of Marks (SOM) system,         Driver and Vehicle   Yes   100,001 - 1,000,000   No
                                      incorporating a database of all     Licensing Agency
                                      personalised registrations
                                      purchased from DVLA's sales
                                      scheme. Data consists of
                                      purchaser name, address and
                                      telephone number, payment
                                      details, nominee details, and
                                      document trail
Security Pass              Ongoing   Generic personal information   Driver and Vehicle         Yes   1,001 - 10,000                       No
administration                       held on security systems for   Licensing Agency
                                     access and pass administration
                                     on stand-alone systems

Security Vetting record    Ongoing   Clearance levels of DVLA staff       Driver and Vehicle   Yes   51 - 500                             No
                                     and List X contractors               Licensing Agency
Trade Licensing System     Ongoing   Database of all Trade License        Driver and Vehicle   Yes   10,000 - 100,000                     No
                                     Holders - includes: Company          Licensing Agency
                                     name, address, name of Licence
                                     holder, trade plate number

UK Drivers and Vehicles    Ongoing   Vehicles/Drivers Development         Driver and Vehicle   Yes   over 1,000,000     IBM/Fujitsu       No
Test Data                            and Testing Team (VDAT) /            Licensing Agency
                                     (DDAT) responsible for UA
                                     testing and live maintenance of
                                     new projects/initiatives affecting
                                     the Vehicles and Drivers
                                     databases.
UK Vehicles Database       Ongoing   Record of full details of all        Driver and Vehicle   Yes   over 1,000,000     IBM/Fujitsu       No
                                     vehicles registered in the UK.       Licensing Agency
V11 DOL Data               Ongoing   An Extract from Output Services      Driver and Vehicle   No    over 1,000,000                       No
                                     Group of the V11 Mailing list.       Licensing Agency
                                     This contains VRM, tax class,
                                     Postcode
Value Added Tax (VAT)      Ongoing   Record of the output VAT that        Driver and Vehicle   No    1 - 50                               No
Returns                              DVLA has collected on income         Licensing Agency
                                     and the recoverable input VAT
                                     paid to suppliers on services
                                     purchased.
Vehicles Policy Casework   Ongoing   Casework advice, minutes of          Driver and Vehicle   Yes   1-50                                 No
                                     meetings with internal and           Licensing Agency
                                     external stakeholders
WEE (Web Enabled Enquiry Ongoing     Registered Keeper details for        Driver and Vehicle   Yes   over 1,000,000     IBM/Fujitsu       No
Service)                             the purpose of identifying           Licensing Agency
                                     abandoned vehicles and for use
                                     in Congestion Charging.
                                     Replicated from the Vehicles
                                     Database. Name, address,
                                     Vehicle Registration Mark,
                                     make, model, licensing data.
Absence records            Ongoing   Absence/ Medical Including           Driving Standards    Yes   1,001 - 10,000     Shared Services   No
                                     Attendance/ Leave Details, Sick      Agency                                        Centre
                                     Absence, Disability Information
                                     etc.
Appeal and Enforcement      Ongoing   Any files relating to ongoing      Driving Standards   Yes   51 - 500                             No
records                               Approved Driving Instructor        Agency
                                      (ADI) Appeals & ADI
                                      Enforcement cases. The
                                      information covers the nature of
                                      the case and potential ADI
                                      history.
Business Continuity Plans   Ongoing   Business Continuity Plans          Driving Standards   Yes   501 - 1,000                          No
repository                            repository                         Agency
Call Recording System       Ongoing   Audio recording of customer        Driving Standards   Yes   over 1,000,000                       No
                                      calls made to the contact centre   Agency
                                      related to DSA services.
CCTV                        Ongoing   CCTV recordings at DSA             Driving Standards   Yes   1-50                                 No
                                      Headquarters                       Agency
Certificate of Professional Ongoing   Records of continual               Driving Standards   Yes   1,001 - 10,000                       No
Competence (CPC) system               professional development of        Agency
                                      LGV and PCV drivers. Includes
                                      training organisation list and
                                      courses available including
                                      those offered by specific
                                      qualified training centres;
                                      attendees records and a central
                                      record of training undertaken.

Compulsory Basic Training   Ongoing   Registered Files retaining         Driving Standards   Yes   501 - 1,000                          Yes   http://www.direct.gov.uk/en/
Files                                 documentation re Policy,           Agency                                                               Motoring/FindYourNearest/
                                      Regulations & Correspondence                                                                            DG_132
Compulsory Basic Training   Ongoing   Motorcycle Instructor Personal     Driving Standards   Yes   51 - 500                             No
Files                                 Files.                             Agency
Contract documents          Ongoing   Commercial details of contracts    Driving Standards   No    1,001 - 10,000   Shared Services     No    http://www.dft.gov.uk/about/
                                      including Prices, quotations,      Agency                                     Centre                    procurement/dft/promptpay
                                      tender evaluation, payment                                                                              mentstats
                                      terms
Contracts Database          Ongoing   Details of DSA contracts           Driving Standards   No    51 - 500                             Yes   Information in the public
Records                               awarded and expiry/renewal         Agency                                                               domain will be applicable to
                                      dates                                                                                                   future contracts through the
                                                                                                                                              transparency agenda.
Credit card charge backs    Ongoing   Credit card charge backs           Driving Standards   Yes   51 - 500         Barclays /Pearson   No
                                      including bank reference,          Agency
                                      candidate name and address,
                                      date of test, booking reference
                                      number, credit card number
                                      used and name and address of
                                      card holder.
Criminal Records Bureau      Ongoing   Criminal Records Bureau and         Driving Standards   Yes   1,001 - 10,000        TMG CRB and       No
Application forms                      Disclosure Scotland application     Agency                                          Capita RVS
                                       forms from Approved Driving
                                       Instructors & Potential Driving
                                       Instructors.
Criminal Records             Ongoing   Approved Driving Instructors &      Driving Standards   Yes   1,001 - 10,000        TMG CRB and       No
Disclosures                            Potential Driving Instructors       Agency                                          Capita RVS
                                       Criminal record disclosure
                                       results from the Criminal records
                                       bureau.
Data Processor Agreements Ongoing      Data Processor Agreements           Driving Standards   No    1-50                                    No
general                                general                             Agency
Disciplinary records      Ongoing      Discipline/ Grievance Including     Driving Standards   Yes   51 - 500              Shared Services   No
                                       Disciplinary Record, Grievance      Agency                                          Centre
                                       Details etc
Disclosure Log               Ongoing   Recording details of Criminal       Driving Standards   Yes   100,001 - 1,000,000                     No
                                       Record Checks for Potential and     Agency
                                       Approved Driving Instructors.

Drive Offs                   Ongoing   Information about cases where a Driving Standards       Yes   1,001 - 10,000        Outforce          No
                                       candidate has driven away from Agency
                                       the test centre following a test
                                       fail including name, addresses,
                                       vehicle details, driver numbers.

Driving Instructor Records   Ongoing   Scanned driving instructor          Driving Standards   Yes   100,001 - 1,000,000 EDM                 No
                                       documentation including             Agency
                                       applications to become an
                                       instructor, all communications
                                       with the instructor and
                                       information relating to that
                                       instructor.
Driving Standards Agency     Ongoing   DSA Archive containing              Driving Standards   No    51 - 500                                No
Archive                                information to mark the             Agency
                                       anniversary of the driving test,
                                       DSA etc.
General ledger               Ongoing   General ledger Inc. Accounting      Driving Standards   No    over 1,000,000        SAP Shared        Yes   contributes to ARA and BPs
                                       Structure, Profit/Cost Centres,     Agency                                          Service Centre          http://www.dft.gov.uk/dsa/ca
                                       Budgets, Accounting Entries                                                                                 tegory.asp?cat=649
Greening Government         Ongoing     Quarterly reports to the              Driving Standards   No    10,001 - 100,000                 No    http://www.dft.gov.uk/dsa/ca
Commitment Data                         Department for Transport,             Agency                                                           tegory.asp?cat=520
                                        measuring against baselines,
                                        our reduction of our waste
                                        amounts, improving recycling
                                        and energy efficiency. Travel is
                                        a key component and also
                                        included in the reporting.
Incident Reporting Log      Ongoing     Incident Reporting Log recording      Driving Standards   Yes   51 - 500                         No
                                        the near misses and incidents         Agency
                                        covering physical, personnel and
                                        information security
                                        occurrences.
Independent Complaints      Ongoing     Details required for Independent      Driving Standards   Yes   51 - 500           Independent   No
Assessor cases                          Complaints Assessor cases             Agency                                       Complaints
                                        correspondence including letters                                                   Assessor
                                        from customers and DSA
                                        evidence to support the case
                                        concerned.

Info held by Capita         Ongoing     Name, address, contact details,       Driving Standards   Yes   10,001 - 100,000   Capita RVS    No
Recruitment Vetting                     date of birth, disclosure             Agency
Service.                                reference numbers.
Information Assurance Audit Ongoing     A central register of Information     Driving Standards   Yes   1-50                             No
reports                                 Assurance audit reports               Agency
Information held by TMG     Ongoing     Name, address, contact details,       Driving Standards   Yes   10,001 - 100,000   TMG CRB       No
Criminal Records Bureau                 date of birth, disclosure             Agency
                                        reference numbers.
Integrated Register of Driver Ongoing   IRDT includes smaller elements        Driving Standards   Yes   100,001 - 1,000,000 Capita       Yes   http://www.direct.gov.uk/en/
Trainers (IRDT)                         of the Approved Driving               Agency                                                           Motoring/FindYourNearest/
                                        Instructor (ADI) Registration                                                                          DG_132
                                        System process. Information
                                        includes details of ADI
                                        registration all instructors and
                                        potential instructors; test history
                                        of instructors; and check test
                                        details.
Internal Investigation      Ongoing     Internal Investigation Casework -     Driving Standards   Yes   51 - 500                         No
casework                                includes data such as, name,          Agency
                                        address, date of birth, vehicle
                                        info, movements, associates,
                                        driving test bookings, links to
                                        candidates, Travel &
                                        Subsistence records etc.
Investigation Case files     Ongoing   Investigation & case files for Driving Standards          Yes   501 - 1,000      Outforce            No
                                       those passed for HMRC Special Agency
                                       Compliance Office (Grabiner)
                                       investigation, includes names
                                       addresses, date of birth,
                                       suspected activity etc.

Joint Approvals Unit for     Ongoing   JAUPT scanned copies of               Driving Standards   Yes   1,001 - 10,000   Joint Approvals     No
Periodic Training Centre               centre & course approvals &           Agency                                     Unit for Periodic
                                       audit data.                                                                      Training
Joint Approvals Unit for     Ongoing   Joint Approvals Unit for Periodic     Driving Standards   Yes   1,001 - 10,000   Joint Approvals     Yes   http://www.drivercpc-
Periodic Training Centre,              Training (JAUPT) centre &             Agency                                     Unit for Periodic         periodictraining.org - some
Customer Relationship                  course approvals - organisation                                                  Training                  data accessible through
Management Data                        & approved centre name &                                                                                   JAUPT website (e.g. name
                                       address, contact email &                                                                                   and contact details of
                                       telephone no, nature, business                                                                             training providers). Other
                                       size & sector, centre kite                                                                                 data linked to approvals
                                       marks/standards, trainers                                                                                  and audit process not in
                                       names, qualifications held.                                                                                public domain.
                                       Audits, issue of Driver Certificate
                                       of Professional Competence
                                       (DCPC) and SAFED logos.

Learning to Drive            Ceased    Learning to Drive consultation    Driving Standards       Yes   1,001 - 10,000                       Yes   http://www.dft.gov.uk/dsa/C
consultation response                  response database. Information Agency                                                                      onsultation.asp?id=SXE55A-
database                               relating to the Learning To Drive                                                                          A7831798&cat=336
                                       consultation including copies of
                                       responses linked to the
                                       individuals and organisations
                                       who provided them.

Legacy E-Payfact - for P11   Ceased    Legacy Expenses and Benefits          Driving Standards   Yes   1,001 - 10,000                       No
D returns                              Return to HMRC including -            Agency
                                       Employee name, national
                                       insurance number, pay
                                       reference number, Bank
                                       Account, Tax Details,
                                       Deductions, Date of Birth etc
Monthly key performance        Ongoing   Monthly key performance              Driving Standards   Yes   1,001 - 10,000        Pearson Driving   No
indicators                               indicators. KPI 11 and KPI 18        Agency                                          Assessments Ltd
                                         includes booking number, Date
                                         of Test and Incident Number for
                                         all candidates who have had a
                                         test cancelled by Pearson, or
                                         received a result in excess of 10
                                         minute delay.
Motor Cycle Incident           Ongoing   Reports of incidents involving       Driving Standards   Yes   100,001 - 1,000,000                     No
database                                 motorcycles                          Agency
National Standards             Ongoing   Date referenced Access               Driving Standards   Yes   1-50                                    No    It will be, once technical
Evidence Base                            database - contains evidence         Agency                                                                  problems have been
                                         statements derived from                                                                                      overcome
                                         legislation, research papers,
                                         statistics and expert opinion.
National Standards             Ongoing   A record of all queries raised via   Driving Standards   No    51-500                                  No
publication queries                      the National Standards               Agency
                                         publication on the website and
                                         associated pages - includes
                                         contact details for individuals
                                         raising queries, queries and
                                         associated correspondence.
Official Register of Driving   Ongoing   Official Register of Driving         Driving Standards   Yes   501 - 1,000                             Yes   http://www.dft.gov.uk/dsa/ca
Instructor Training.                     Instructor Training (ORDIT)          Agency                                                                  tegory.asp?cat=661
                                         spreadsheet - contains contact
                                         and premises details of ORDIT
                                         accredited organisations and
                                         personal data relating to their
                                         employees including contact
                                         details, license and
                                         qualifications details.
P11D return information        Ongoing   Expenses and Benefits Return         Driving Standards   Yes   1,001 - 10,000        SAP Shared        No
                                         to HMRC - Employee name,             Agency                                          Service Centre
                                         national insurance number, pay
                                         reference number, Bank
                                         Account, Tax Details,
                                         Deductions, Date of Birth etc
Personnel records              Ongoing   Personal Data Including Next of      Driving Standards   Yes   1,001 - 10,000        Shared Services   No
                                         Kin, Visa/Work Permit Details,       Agency                                          Centre
                                         Qualifications, Security
                                         Clearance Level, Company
                                         Property, Diversity Information
Policies and Regulation of   Ongoing   Policies and Regulation of       Driving Standards       Yes   51 - 500                           No
Investigatory Powers Act               Investigatory Powers (RIPA)      Agency
                                       Applications/Authorisations
                                       detailing the reasons supporting
                                       the need for such investigation
                                       methods to be used.

Policy Framework and      Ongoing      Policy Framework and policies        Driving Standards   No    1-50                               No
policies                                                                    Agency
Privacy Impact Assessment Ongoing      Privacy Impact Assessment            Driving Standards   No    1-50                               No
central register                       central register                     Agency

Procurement Registered       Ongoing   Procurement Registered Files         Driving Standards   No    1,001 - 10,000                     Yes   Information in the public
Files.                                 with information on contracts        Agency                                                             domain will be applicable to
                                       and other items relating to the                                                                         future contracts through the
                                       Branch's work.                                                                                          transparency agenda.
Quality Assurance database Ongoing     Information used to ensure the       Driving Standards   Yes   1,001 - 10,000                     No
                                       consistency and quality of the       Agency
                                       driving test.
Quality Assurance reports    Ongoing   Record of findings and               Driving Standards   Yes   1,001 - 10,000                     No
                                       recommendations in Quality           Agency
                                       Assurance reports
Recruitment records          Ongoing   Recruitment Including Pre-           Driving Standards   Yes   1,001 - 10,000   Shared Services   No
                                       employment Checks, Job               Agency                                     Centre
                                       Applications, Selection Criteria,
                                       Sift Results, Assessment
                                       Results
Register of Pass Plus        Ongoing   Approved Driving Instructor          Driving Standards   Yes   51 - 500                           Yes   http://www.direct.gov.uk/en/
Instructors                            (ADI) Requirement for                Agency                                                             Motoring/LearnerAndNewDr
                                       registration - Pass Plus website -                                                                      ivers/NewlyQualifiedDrivers
                                       Driving Standards Agency                                                                                /DG_4022426
                                       3/03/13 - asset contains
                                       personal data about Pass Plus
                                       qualified ADIs including contact
                                       details, license and
                                       qualifications details.

Register of post-test        Ongoing   Register of Post Test Motorcycle Driving Standards       Yes   501 - 1,000                        Yes   http://www.dft.gov.uk/dsa/ca
motorcycle trainers                    Trainers (RPMT) and Enhanced Agency                                                                     tegory.asp?cat=661
                                       Rider Scheme (ERS) contains
                                       personal data relating to
                                       individuals on the register
                                       including contact and driving
                                       license details.
Requests for information   Ongoing   Data Protection Act section          Driving Standards   Yes   1,001 - 10,000   Outforce            No
                                     29/35 Files. Details of requests     Agency
                                     for information including details
                                     of individuals and tests etc
Respond Correspondence     Ongoing   Record of customer contact with      Driving Standards   Yes   over 1,000,000                       No
                                     Customer Enquiry Unit and other      Agency
                                     DSA branches excluding Chief
                                     Executive's Office.

Revocation Files           Ongoing   Investigation documentation and Driving Standards        Yes   1,001 - 10,000                       No
                                     evidence leading to decisions   Agency
                                     about revoking Approved Driving
                                     Instructor licences

Risk Management            Ongoing   Technical system Information         Driving Standards   No    1-50             Department for      No
Approved Document Sets               and diagrams, RMADS , IT             Agency                                     Transport centre,
(RMADS) and associated               Health Check Test Results.                                                      Outforce, Pearson
technical documents
Road Safety Information    Ongoing   Scanned images of the DL25s         Driving Standards    Yes   over 1,000,000                       No
System (RSIS)                        (driving test reports). The reports Agency
                                     include candidate name, date of
                                     test, application reference,
                                     vehicle registration, examiner
                                     name and reference number,
                                     test markings and categories of
                                     any issue on the test.

Staff Development Records Ongoing    Development Including           Driving Standards        Yes   1,001 - 10,000   Shared Services     No
                                     Appraisal Results, Training     Agency                                          Centre
                                     History Training Needs Analysis

Telephone recordings       Ongoing   Telephone recording of               Driving Standards   Yes   1,001 - 10,000   Pearson Driving     No
                                     Applications from Candidates for     Agency                                     Assessments Ltd
                                     a theory test
Testing and Registration   Ongoing   Testing and Registration System      Driving Standards   Yes   over 1,000,000                       No
System (TARS)                        (TARS) includes all the              Agency
                                     information collected at the point
                                     of booking a practical test
                                     including name, address, driver
                                     number, contact details, any
                                     health issues for extended tests.
Testing And Registration     Ongoing    Details & copies of logos issued      Driving Standards   Yes   1,001 - 10,000     Capita            No
System (TARS) refunds                   (Driver Certificate of                Agency
                                        Professional Competence and &
                                        SAFED).
Total Facilities Management Ongoing     Interserve computer system            Driving Standards   No    10,001 - 100,000   Interserve        No
and Computer Aided                      which holds records of all            Agency
Facilities Management                   maintenance on DSA buildings,
system                                  statutory inspections and PPM
                                        regime for the DSA estate.
                                        Includes out of hours emergency
                                        contact details. No personal
                                        details are held in terms of staff,
                                        only name of individual making a
                                        call about reactive works and
                                        their telephone number.

Theory Test Bookings         Ongoing    Theory Test Bookings including Driving Standards          Yes   over 1,000,000     Pearson Driving   No
                                        name, address, payment details, Agency                                             Assessments Ltd
                                        contact numbers, test time and
                                        location, any medical needs,
                                        completed test forms

Theory Test Contract Files   Ongoing    Signed copies of contract             Driving Standards   No    1-50               Pearson Driving   No
                                        variances and implementation          Agency                                       Assessments Ltd
                                        documentation
Theory test contract security Ongoing   Audit reports and accreditation       Driving Standards   No    1-50                                 No
documentation                           documentation.                        Agency
Theory Test payment details Ongoing     Payment details for Theory Test       Driving Standards   Yes   1,001 - 10,000     Pearson Driving   No
                                        specifically Credit Card and the      Agency                                       Assessments Ltd
                                        validation of the card.                                                            and Barclays
Theory Test Statistics and   Ongoing    Theory Test Statistics and            Driving Standards   No    1-50               Pearson Driving   No
financial information                   financial information including       Agency                                       Assessments Ltd
                                        evidence of contractors
                                        performance, theory test
                                        performance and statistics, local
                                        plans & gross turnover
Total Facilities Management Future      To include the full register of       Driving Standards   Yes   51 - 500                             No
Contract                                DSA staff and work contact            Agency
                                        details. The full physical assets
                                        lists. The contract will also be
                                        responsible for work men on site
                                        including third parties.

Training admin records       Ongoing    1. Training & Events records 2.       Driving Standards   No    501 - 1,000        Shared Services   No
                                        Budgets.                              Agency                                       Centre
Vendor Details (Masterdata) Ongoing   Vendor Details (Masterdata)         Driving Standards    Yes   100,001 - 1,000,000 Shared Services   No   http://www.dft.gov.uk/dsa/ca
                                      including name, address, Bank       Agency                                         Centre                 tegory.asp?cat=771
                                      account, contact names, VAT
                                      number etc
Vendor Transaction          Ongoing   Vendor Transaction Records          Driving Standards    No    100,001 - 1,000,000 Shared Services   No   http://www.dft.gov.uk/about/
Records                               including Order details, payment    Agency                                         Centre                 procurement/dft/promptpay
                                      history etc                                                                                               mentstats
Voluntary register files    Ongoing   Large Goods Vehicle (LGV)           Driving Standards    Yes   51 - 500                              No
                                      Register Files containing contact   Agency
                                      details of individuals, LGV
                                      Accredited Centre Files
                                      containing business details &
                                      Fleet Accredited Course Files.
All personal data per GCDA Ongoing    All personal details of             Government Car and   Yes   51 - 500           HR Pro             No
member of staff                       Government Car and Despatch         Despatch Agency
                                      Agency (GCDA) staff held on
                                      Human Resource system.
Customer Detail Regional    Ongoing   Customer details including          Government Car and   No    501 - 1,000                           No
Plus                                  collection/delivery addresses/      Despatch Agency
                                      contractual info (ceased
                                      operations 27/04/12)
Customer Details            Ongoing   Customer details including          Government Car and   No    501 - 1,000                           No
Government Mail                       collection/delivery addresses       Despatch Agency
                                      /contractual info
Driver Details Government   Ongoing   Driver phone and home address       Government Car and   Yes   51 - 500                              No
Mail                                  next of Kin details                 Despatch Agency
Government Car Data         Ongoing   Phoenix database contains           Government Car and   Yes   1,001 - 10,000                        No
(Contract Services                    personal driver and car details,    Despatch Agency
                                      records annual leave and
                                      sickness. Holds Minister
                                      addresses and contact details
                                      etc.
Government Car Data (On     Ongoing   LT enterprise is an auto            Government Car and   Yes   1,001 - 10,000     LT Enterprise      No
Demand Services                       despatch booking system. Hold       Despatch Agency
                                      journey details and addresses
                                      for individuals together with
                                      contact details.
Open Accounts Finance       Ongoing   The main finance system storing     Government Car and   Yes   51 - 500                              No
Ledger System                         all financial transactions. Used    Despatch Agency
                                      as the transactional record from
                                      which annual statutory accounts
                                      are prepared
Payroll Service information   Ongoing   The agency contracts out payroll    Government Car and   Yes   51 - 500           Logica              No
                                        processing services to Logica.      Despatch Agency
                                        The data files sent back to the
                                        agency contain personal
                                        information
Security Clearance            Ongoing   This is a database which holds      Government Car and   Yes   1,001 - 10,000                         No
Database                                all security clearance for the      Despatch Agency
                                        Government Car and Despatch
                                        Agency
Workshop & Fleet              Ongoing   Tranman Fleet system holds all      Government Car and   Yes   501 - 1,000        Civica              No
Management                              data on Agency vehicles,            Despatch Agency
                                        passengers if applicable,
                                        external customer fleet data, and
                                        contact details. The system also
                                        incorporates stock control and
                                        accident management.

Access Control                Ongoing   Security Data from access           Highways Agency      Yes   1,001 - 10,000     In some HA offices - No
                                        control system                                                                    Amey. In Regional
                                                                                                                          Control Centres -
                                                                                                                          Taylor Woodrow

Accident and Incident         Ongoing   Accident and Incident Reporting Highways Agency          No    1,001 - 10,000                         No
Reporting system (AIRS)                 System - Anonymised
                                        information about Health &
                                        Safety incidents in supply chain

Automatic Number Plate        Ongoing   Automatic Number Plate             Highways Agency       No    over 1,000,000     The data is         No
Recognition (ANPR)                      Recognition - Tokenised non-                                                      processed on
                                        unique vehicle identifiers derived                                                behalf of the
                                        from Automatic Number Plate                                                       Agency by Serco.
                                        Recognition cameras; their time
                                        and places of joining / leaving
                                        the network and passing certain
                                        points on it.

Closed Circuit Television     Ongoing   Closed Circuit Television -         Highways Agency      Yes   10,001 - 100,000   NRTS contractor     Yes   Images are streamed to HA
(CCTV)                                  Images of numerous locations                                                      (GeneSYS),                Information Points &
                                        on the network                                                                    CHUBB and SSL             broadcasters. Feed is cut
                                                                                                                                                    off if recognisable personal
                                                                                                                                                    data (Faces or VRNS)
                                                                                                                                                    visible or if images are
                                                                                                                                                    potentially distressing.
Command & Control           Ongoing   Records of incidents on the        Highways Agency   Yes   100,001 - 1,000,000                      No
                                      network, vehicles and drivers
                                      involved, and actions taken to
                                      resolve the incidents
Correspondence Recording Ongoing      Correspondence Recording           Highways Agency   Yes   100,001 - 1,000,000                      No
System (CRS)                          System - Summary details of
                                      who has contacted the Agency
                                      (name, address, organisation)
                                      and brief overview of issues.
Dartford Crossing           Ongoing   Payment System - Names,            Highways Agency   Yes   100,001 - 1,000,000 Connect Plus         No
(electronic)                          addresses (inc e-mail),                                                        Services
                                      telephone numbers, vehicles
                                      registration, bank / credit card
                                      details, for users of DART-Tag.
Dartford Crossing (paper)   Ongoing   Payment System - Names,            Highways Agency   Yes   100,001 - 1,000,000 Connect Plus         No
                                      addresses (inc e-mail), vehicle                                                Services
                                      registration, bank / credit card
                                      details, evidence for charge
                                      concessions (e.g. for local
                                      residents / disabled motorists)
                                      for users of DART-Tag.
Environmental Information   Ongoing   Environmental Information          Highways Agency   No    1,001 - 10,000                           No
System (Envis)                        System - EnvIS is a system for
                                      defining and categorising the
                                      man-made or natural assets
                                      within and surrounding the
                                      Strategic Road Network.
Estates CCTV                Ongoing   Images from CCTV cameras           Highways Agency   Yes   1,001 - 10,000        Regional Control   No
                                                                                                                       Centres - Taylor
                                                                                                                       Woodrow. Other
                                                                                                                       HA Offices - The
                                                                                                                       landlord
Highways Agency Drainage Ongoing      Highways Agency Drainage           Highways Agency   No    501 - 1,000           HA Managing        No
Data Management System                Data Management System -                                                         Agent Supply
(HADDMS)                              Technical information about                                                      Chain
                                      location and condition of
                                      drainage infrastructure on the
                                      network
Highways Agency               Ongoing   The Highways Agency             Highways Agency      No    501 - 1,000           HA Managing    No
Geotechnical Data                       Geotechnical Data Management                                                     Agent Supply
Management System                       System - Geotechnical                                                            Chain
(HAGDMS)                                information about condition of
                                        the ground beneath the network
                                        and the earthworks
                                        (embankments and cuttings) that
                                        support the infrastructure

Highways Agency Lands         Ongoing   Highways Agency Lands -           Highways Agency    Yes   100,001 - 1,000,000                  No
(HAL)                                   Personal data of property / land
                                        owners and other claimants
                                        under land compensation
                                        provisions
Highways Agency Shared        Ongoing   HR information about our          Highways Agency    Yes   1,001 - 10,000                       No
Services                                employees
Incident Reporting and        Ongoing   Incident Reporting and            Highways Agency    Yes   1,001 - 10,000                       No
Investigation system (IRIS)             Investigation System - Health
                                        and Safety incidents affecting
                                        members of HA Staff (anywhere)
                                        and visitors to our office estate

Planning Applications         Ongoing   Planning Applications Database - Highways Agency     Yes   10,001 - 100,000                     Yes   The database itself is not
Database) (PAD)                         names and addresses, planning                                                                         available but it stores
                                        proposals and hard copy case                                                                          details of planning
                                        files.                                                                                                applications which are
                                                                                                                                              published by Local
                                                                                                                                              Authorities.
Pass Production & Records Ongoing       Records of individuals with        Highways Agency   Yes   1,001 - 10,000                       No
                                        passes to gain entry to Agency
                                        buildings
Red & Green Claims            Ongoing   Names and addresses, claim         Highways Agency   Yes   10,001 - 100,000                     No
                                        details and bank details for
                                        payment or receipt for damage
                                        to the network by drivers or by
                                        the network to drivers' vehicles
Severn Toll                   Ongoing   Names, addresses, vehicles,        Highways Agency   Yes   10,001 - 100,000      Cofiroute UK   No
                                        bank / credit card details,
                                        evidence for toll concessions
                                        (e.g. for residents / disabled
                                        motorists) for holders of
                                        electronic toll passes
SFM                         Ongoing   Oracle Financial Systems -         Highways Agency      Yes   1,001 - 10,000     Data Base          No
                                      Payment details (bank accounts,                                                  Administration
                                      names, addresses) of suppliers.                                                  undertaken by Atos
                                      Details of staff expenses claims                                                 Origin
                                      . Cost of projects, total payments
                                      to suppliers.

SHARE                       Ongoing   Sharing Highways Agency        Highways Agency          Yes                                        No    Some documents / records
                                      Records Electronically -                                                                                 are published on the web
                                      Electronic records management                                                                            site, but too many to list
                                      system which stores day to day
                                      HA records and documents
                                      created by the business

AI Media Spotlight          Ongoing   An internet accessible web          Maritime and        Yes   1-50                                 No
                                      application for the management      Coastguard Agency
                                      of public relations information
                                      and contacts with members of
                                      the press
Approved Doctors            Ongoing   Doctors details who have been       Maritime and        Yes   51 - 500                             No
Information System (ADIS)             approved by the MCA to conduct      Coastguard Agency
                                      medical examinations on
                                      seafarers. It records seafarer
                                      medical failures and seafarer
                                      appeal details
Automatic Identification    Ongoing   Vessel details are recorded for     Maritime and        No    over 1,000,000                       No
System (AIS)                          statistical analysis                Coastguard Agency
Blackberry Enterprise       Ceased    Contains username, password,        Maritime and        No    51 - 500                             No
Server                                real name and internist emails      Coastguard Agency
Boatmasters' Licence        Ongoing   Personal data relating to           Maritime and        Yes   1,001 - 10,000                       No
System                                applicants for Boatmasters'         Coastguard Agency
                                      licences including qualifications
                                      and certification
Consolidated European       Ongoing   Consolidated European               Maritime and        No    over 1,000,000                       No
Reporting System (CERS)               Reporting System contains all       Coastguard Agency
                                      information about vessels
                                      moving around and in/out of UK
                                      waters, which carry dangerous
                                      or polluting goods.
Channel Navigation          Ongoing   System using active radar           Maritime and        No    10,001 - 100,000                     Yes
Information System (CNIS)             monitoring to ensure vessel         Coastguard Agency
                                      safety in the Dover Strait,
                                      Thames Estuary and their
                                      approaches.
Coastguard 66             Ongoing   Voluntary register of small         Maritime and        No    10,001 - 100,000                       No
Administration Log                  pleasure crafts, includes details   Coastguard Agency
                                    of vessel and owner.
Content Management        Ongoing   Is a system which allows            Maritime and        No    1,001 - 10,000                         Yes   http://www.mcga.gov.uk/c4
System (CMS)                        information to be updated on to     Coastguard Agency                                                      mca/mcga07-home
                                    the Maritime and Coastguard
                                    Agency related web pages in a
                                    variety of different documents
Contracts Database        Ongoing   Contract information for the        Maritime and        No    over 1,000,000                         Yes
                                    entire MCA, incl. letters of        Coastguard Agency
                                    tender, request to purchase,
                                    contractual delegation, dates,
                                    extensions etc.
Customer Contacts         Ceased    Contains customer contact           Maritime and        Yes   1,001 - 10,000                         No
Database                            details, vessel details and         Coastguard Agency
                                    emails
Data Warehouse            Ongoing   Information stored can be from      Maritime and        Yes   1,001 - 10,000                         No
                                    any MCA corporate database,         Coastguard Agency
                                    which is then presented in a
                                    report format
E-Financials              Ongoing   Financial data system to process    Maritime and        Yes   1,001 - 10,000                         No
                                    MCA invoices                        Coastguard Agency
Electronic Property       Ongoing   An OGC on-line (extranet)           Maritime and        No    501 - 1,000           Efficiency &     Yes   Central Government
Information Mapping                 application designed to hold        Coastguard Agency                               Property Group
Service                             information about all MCA                                                           (SLA)
                                    properties
Electronic Position       Ongoing   Contains mandatory registration     Maritime and        No    10,001 - 100,000                       No
Indicating Radio Beacon             of 406 MHz beacons, owners          Coastguard Agency
(EPIRB) database                    and 24 hour contact information

E-Track                   Ongoing   Records time spent on various       Maritime and        No    1,001 - 10,000                         No
                                    jobs across MCA                     Coastguard Agency
Fleet Management System   Ongoing   UK ship register, contains vessel   Maritime and        Yes   10,001 - 100,000                       Yes   http://www.ukshipregister.co
(FMS)                               identification details and owner    Coastguard Agency                                                      .uk
                                    details
Freedom Of Information    Ongoing   Contains names, addresses and       Maritime and        No    51 - 500                               No
Tracking Database                   contact details of Freedom Of       Coastguard Agency
                                    Information applicants and the
                                    actions taken in response to
                                    their request
Hodgkin's Expert Advice   Ongoing   System which records call logs,     Maritime and        No    100,001 - 1,000,000                    No
Tool (HEAT)                         hardware inventory and internal     Coastguard Agency
                                    customer contact profiles
Human Resource            Ongoing   HR MIS stores a range of             Maritime and        Yes   1,001 - 10,000        No
Management Information              employee personal data               Coastguard Agency
System (HR MIS)
Hydrographic Data         Ongoing   Seabed depth data, seabed            Maritime and        No    1,001 - 10,000        Yes   http://www.mcga.gov.uk/c4
                                    salinity data and tidal data.        Coastguard Agency                                     mca/mcga07-
                                                                                                                               home/shipsandcargoes/mc
                                                                                                                               ga-
                                                                                                                               shipsregsandguidance/mcg
                                                                                                                               a-dqs-hmp-
                                                                                                                               hydrography/civil_hydrogra
                                                                                                                               phy_programme_results.ht
                                                                                                                               m
IMAGE Database            Ongoing   Images relevant to the MCA           Maritime and        No    1,001 - 10,000        Yes   http://www.mcga.gov.uk/c4
                                                                         Coastguard Agency                                     mca/mcga07-
                                                                                                                               home/newsandpublications/
                                                                                                                               mcga-imagelibrary
IMPReS                    Ongoing   Information Management               Maritime and        No    100,001 - 1,000,000   No
                                    Processing and Retrieval             Coastguard Agency
                                    System. Contains file prefixes
                                    and numbering, file titles, file
                                    locations, file history, name and
                                    location of file holder
Information and           Ongoing   Online Information and               Maritime and        No    1-50                  No
Communications                      Communications Technology            Coastguard Agency
Technology Wiki                     (ICT) desk instructions
Information Management    Ongoing   Records details of all incidents     Maritime and        Yes   100,001 - 1,000,000   No
System (IMS)                        at sea or along the coastline the    Coastguard Agency
                                    Maritime Rescue Co-ordination
                                    Centre (MRCC) is responsible
                                    for, during and after the incident

Integrated Communications Ongoing   Records all radio and telephone Maritime and             No    10,001 - 100,000      No
Control System (ICCS)               traffic                         Coastguard Agency

Internal Code Vessel      Ongoing   Contains ship certificate details    Maritime and        Yes   1,001 - 10,000        No
Database                            and owner details                    Coastguard Agency
Maritime and Coastguard   Ongoing   Names and business contact           Maritime and        No    1,001 - 10,000        No
Agency (MCA) Business               details for MCA staff                Coastguard Agency
Directory
Mobile Maritime Service   Ongoing   Mobile Maritime Service           Maritime and           No    10,001 - 100,000      No
Identification (MMSI)               Identification Register. Contains Coastguard Agency
Register                            names, address and contact
                                    details for vessel owners, and
                                    emergency contact details
Osccar (Santia              Ongoing   Santia are providers of              Maritime and        Yes   51 - 500              Santia            No
Occupational Health)                  occupational health worker           Coastguard Agency
                                      assessments
Redfern Travel Contract     Ongoing   Contains staff details to book all   Maritime and        Yes   1-50                  Redfern Travel Ltd No
                                      business travel.                     Coastguard Agency
Seafarer Documentation      Ongoing   Records all details of Seafarers     Maritime and        Yes   10,001 - 100,000                        No
System (SDS)                          qualifications                       Coastguard Agency
Security Vetting Workbook   Ongoing   Records vetting levels of those      Maritime and        No    1,001 - 10,000        Department Vetting No
                                      MCA personnel who have               Coastguard Agency                               Agency
                                      clearance above Baseline
                                      Personnel Security Standard
                                      (CTC, SC and DV)
Ship Security Plans         Ongoing   Plans to prevent illegal acts        Maritime and        No    501 - 1,000                             No
                                      against a ship, its crew and         Coastguard Agency
                                      passengers and to minimise
                                      damage to the marine
                                      environment and to port facilities

SMarT Training Provider     Ongoing   Self-Monitoring, Analysis and        Maritime and        No    1,001 - 10,000                          No
Database                              Reporting Technology Training        Coastguard Agency
                                      Provider Database. Records the
                                      training details given to
                                      Seafarers
Survey and Inspection       Ongoing   Contains Port State Control          Maritime and        Yes   over 1,000,000                          No
Database (SIAS)                       inspection data about vessels        Coastguard Agency
Surveyors - Survey and      Ongoing   Contains vessel details,             Maritime and        No    51 - 500                                No
Inspection Electronic Forms           permitted modes of operation,        Coastguard Agency
                                      exemptions granted to
                                      regulations and company details

Surveyors - Survey and      Ongoing   Contains vessel details,        Maritime and             No    51 - 500                                No
Inspection Form Flow                  permitted modes of operation,   Coastguard Agency
                                      exemptions granted to
                                      regulations and company details

Unedited Helicopter Video   Ongoing   Helicopter crew taken footage        Maritime and        No                                            Yes
Footage                               during flights                       Coastguard Agency
Voice Recording System      Ongoing   Emergency call recorder -            Maritime and        Yes   100,001 - 1,000,000                     No
                                      details time of call, identity of    Coastguard Agency
                                      caller and position of caller
Shared Services Centre      Ongoing   SSC CA represents the               Shared Services    Yes   51 - 500                          No
(SSC CA)                              information stored within the
                                      Outlook Address Book which
                                      contains emails, addresses and
                                      telephone numbers for Shared
                                      Services Centre staff, DVLA
                                      staff and DSA staff.
Shared Services Centre      Ongoing   SSC COL represents the Local        Shared Services    No    1,001 - 10,000                    No
SSC COL)                              Area Network (LAN) where work
                                      documents are stored.
Shared Services E-Mail      Ongoing   SSC E-Mail System containing        Shared Services    Yes   51 - 500                          No
System                                contact details of staff.
Shared Services SAP         Ongoing   Shared Services SAP                 Shared Services    No    51 - 500                          No
Configuration                         Configuration. Documentation
                                      held relating to the technical
                                      configuration of the SAP system.

Shared Services Technical   Ongoing   Shared Services Technical          Shared Services     No    51 - 500                          No
Configuration                         Configuration - SSCT.
                                      Documentation held on the
                                      technical configuration of the
                                      SSC network.
ADR & Certificates          Ongoing   The database holds details of      Vehicle Operator    Yes   over 1,000,000      Atos          No
                                      vehicles that are tested under     Services Agency
                                      the (Carriage of Dangerous
                                      Goods by Road in Europe) ADR
                                      agreement. Vehicle owner,
                                      vehicle, certificate data and test
                                      information held in the database

Automatic Number Plate      Ongoing   Information captured at the         Vehicle Operator   Yes   100,001 - 1,000,000 Atos/Civica   No
Recognition (ANPR)                    Roadside Automatic Number           Services Agency
                                      Plate Recognition system. Only
                                      vehicles matching specified
                                      criteria (e.g. expired test) are
                                      captured.
Brake Database              Ongoing   Database of brake information       Vehicle Operator   No    1,001 - 10,000      Atos          No
                                      from manufacturers. Copied to       Services Agency
                                      disk and sent to Test Stations to
                                      input into Roller Brake Testers

Bus Compliance Monitoring Ongoing     Monitoring report and           Vehicle Operator       Yes   1,001 - 10,000      Atos          No
                                      correspondence to operator.     Services Agency
                                      Passed to Traffic Commissioner.
Certificate of Initial Fitness   Ongoing   Contains COIF Master Vehicle        Vehicle Operator   Yes   100,001 - 1,000,000 Atos   No
(COIF) Database                            information.                        Services Agency
Certificates & Applications      Ongoing   Application forms and               Vehicle Operator   Yes   over 1,000,000     Atos    No
in TSB                                     Certificates that have been         Services Agency
                                           returned to Technical Services
                                           Branch (TSB) following a test.
                                           Each type of form and certificate
                                           is on a separate film
Compliance Paper Records - Ongoing         Letters sent from or to the         Vehicle Operator   Yes   1,001 - 10,000             No
OLBS                                       Compliance Team and                 Services Agency
                                           sometimes to Licensing.
                                           Hardcopies of conviction
                                           notifications from Prosecution
                                           and Legal Services (PLS) or
                                           Area Offices. Offences from
                                           Area offices or other
                                           enforcement agencies.
                                           Recommendations and file
                                           notes between team members
                                           etc.
Customer Relationship            Ongoing   Lotus notes application holds       Vehicle Operator   Yes   1,001 - 10,000     Atos    No
Management (CRM)                           customer info for HGV & PSV         Services Agency
                                           operators who already are/have
                                           expressed interest in Designated
                                           Premises or Authorised Testing
                                           Facilities. Allows tracking of
                                           meetings/conversations etc.
                                           Storage facility for customer
                                           contact reports

Electronic Case                  Ongoing   An electronic system able to be Vehicle Operator       Yes   1,001 - 10,000     Atos    No
Management System                          passed electronically between    Services Agency
(ECMS)                                     staff/departments for managing
                                           work flows & casework. It covers
                                           all prosecution work,
                                           investigations for MOT,
                                           Maintenance, working time,
                                           educational & environmental
                                           visits.
Enforcement and Operator     Ongoing   Court papers and/or warning             Vehicle Operator   Yes   10,001 - 100,000   Atos    No
Maintenance files                      letters reference offences              Services Agency
                                       detected with relevant
                                       correspondence from alleged
                                       offender(s) & Prohibition Goods
                                       9/Prohibition Goods 10 notices
                                       & Maintenance investigation
                                       reports
Finance                      Ongoing   VOSA Financial system                   Vehicle Operator   Yes   100,001 - 1,000,000 Atos   No
                                       incorporating General Ledger,           Services Agency
                                       Accounts Payable and Accounts
                                       Receivable, Cash Management

Hauliers Database            Ongoing   Details of Hauliers names and           Vehicle Operator   Yes   51 - 500           Atos    No
                                       addresses. Types of permits             Services Agency
                                       used by Hauliers, record of
                                       returned Austrian Transit
                                       Permits
Health & Safety Reports,     Ongoing   Anything to do with Health &            Vehicle Operator   Yes   1,001 - 10,000     Atos    No
Assessments etc                        Safety or well being issues             Services Agency
                                       within VOSA personal
                                       information for individuals when
                                       have assisted, risk assessed,
                                       conducted accident
                                       investigations on etc
Heavy Goods Vehicle &        Ongoing   Vehicle Testing Goods 10 forms          Vehicle Operator   No    1,001 - 10,000     Atos    No
Trailer Brake Calculations             for vehicles and first test trailers,   Services Agency
                                       The information is supplied by
                                       the manufacturer to support the
                                       Vehicle Testing Goods 10 form.
                                       Information contains calculations
                                       to show the braking efficiency

Heavy Goods Vehicle Case Ongoing       Technical information on                Vehicle Operator   Yes   1,001 - 10,000     Atos    No
History                                authorized vehicle conversions.         Services Agency
                                       Information transferred to
                                       Vehicle Testing Goods 10 form
HGV & PSV Test               Ongoing   Pads of Certificates for Heavy          Vehicle Operator   No    over 1,000,000     Atos    No
Certificates                           Goods Vehicles and Public               Services Agency
                                       Service Vehicles, including
                                       originals before issue and
                                       carbon copies once issued.
Human Resources (HR)       Ongoing    Name, address, contact points,       Vehicle Operator   Yes   10,001 - 100,000   Atos    No
                                      ethnic monitoring, cost centres,     Services Agency
                                      training courses attended,
                                      absence records, bank details,
                                      hours worked e.g. Part Time or
                                      Full Time, manager, pension
                                      details, salary, work location,
                                      electronic overtime &
                                      Travel & Subsistence

Individual Vehicle Approval Ongoing   Information used to process IVA      Vehicle Operator   Yes   1,001 - 10,000     Atos    No
(IVA)                                 Applications and is Lotus Notes      Services Agency
                                      based, containing report owner
                                      personal details and technical
                                      information.
Intelligence               Ongoing    Holds graded sanitised               Vehicle Operator   Yes   100,001 - 1,000,000 Atos   No
                                      intelligence relating to UK and      Services Agency
                                      non UK vehicle operators, MOT
                                      garages.
List of Acceptable         Ongoing    List of equipment that is            Vehicle Operator   No    51 - 500           Atos    No
Equipment                             acceptable for garages to use by     Services Agency
                                      class. It ensures that garages
                                      buy approved equipment. VOSA
                                      staff use the database and
                                      garages use a paper copy.

Ministry of Transport (MOT) Ongoing   Records tests conducted for          Vehicle Operator   Yes   over 1,000,000     Atos    Yes   Published on Data.Gov
Computerisation                       each class of vehicle. Allows        Services Agency
                                      electronic vehicle re-licensing by
                                      feeding into DVLAs database.
                                      Allows effective monitoring of
                                      garages for enforcement
                                      activities.
Ministry of Transport (MOT) Ongoing   Vehicle Testing System files,        Vehicle Operator   Yes   10,001 - 100,000   Atos    No
VTS Files                             application forms and supporting     Services Agency
                                      documentation (including plans).
                                      Approval documentation and
                                      copies of any Vehicle Tester
                                      visits and disciplinary action.

Mobile Compliance          Ongoing    Mobile Compliance - Roadside         Vehicle Operator   Yes   over 1,000,000     Atos    No
                                      Enforcement Operational IS           Services Agency
                                      System
MOT (Ministry of Transport) Ongoing   Internal database used for MOT Vehicle Operator     No    51 - 500           Atos   No
Technical Information                 Inspection Manual amendments. Services Agency
                                      To go on the Intranet in due
                                      course. MOT Inspection Manual
                                      is used for periodic queries
                                      taken by Enquiry Unit that
                                      appear to not be in the Manual.

Operator Licence Business   Ongoing   Holds information required to Vehicle Operator      Yes   10,001 - 100,000   Atos   Yes   We already publish part of
System (OLBS)                         allow VOSA to manage licences Services Agency                                             the application and decision
                                      for the use of Public Service                                                             via the Applications &
                                      Vehicles and Heavy Goods                                                                  Decisions / Notices &
                                      Vehicles                                                                                  Proceedings site on the
                                                                                                                                VOSA website
Passenger Carrying Service Ongoing    Database of passenger carrying   Vehicle Operator   Yes   51 - 500           Atos   No
Providers                             service providers travelling     Services Agency
                                      abroad and record of permits
                                      issued
Preparer ID                 Ongoing   A Registration Service for       Vehicle Operator   Yes   1,001 - 10,000     Atos   No
                                      Preparers and Presenters         Services Agency
                                      together with Manufacturers
                                      holding name, address, email &
                                      telephone details etc.
Prosecution & Legal Service Ongoing   Case management database         Vehicle Operator   Yes   over 1,000,000     Atos   No
(PLS)                                 system. Details of prosecution   Services Agency
                                      cases taken and results
Reduced Pollution           Ceased    Record of Reduced Pollution      Vehicle Operator   Yes   10,001 - 100,000   Atos   No
Certificate Database                  Certificates                     Services Agency
Siebel Booking System       Ongoing   Vehicle Testing Operational IS   Vehicle Operator   Yes   over 1,000,000     Atos   No
                                      System (incorporates e-Test      Services Agency
                                      Bookings and Vehicle Testing)
Single Vehicle Approval     Ongoing   Information used to process      Vehicle Operator   Yes   1,001 - 10,000     Atos   No
(SVA)                                 SVA Applications and is Lotus    Services Agency
                                      Notes based, containing report
                                      owner personal details and
                                      technical information.
Sources of Information      Ongoing   Details of various sources of    Vehicle Operator   Yes   1,001 - 10,000     Atos   No
Register                              information                      Services Agency
Speed Limiter Tacho         Ongoing   Contains records of Tachograph   Vehicle Operator   Yes   1,001 - 10,000     Atos   No
                                      and Speed limiter approved       Services Agency
                                      centres.
Standard Lists for HGV,   Ongoing   Manufacturer provided technical Vehicle Operator           No    1,001 - 10,000     Atos   No
Trailer & PSV                       data on vehicle weights and     Services Agency
                                    measurements for Heavy Goods
                                    Vehicles, Trailers and Public
                                    Service Vehicle.

Vehicle Safety Branch     Ongoing   Holds information on alleged     Vehicle Operator          Yes   10,001 - 100,000   Atos   No
Defects Database                    vehicle safety defects that have Services Agency
                                    been reported to Vehicle Safety
                                    Branch from various sources.

Vehicle Safety Branch     Ongoing   Holds information relating to      Vehicle Operator        Yes   10,001 - 100,000   Atos   Yes   On VOSA website.gov.uk
Recalls Database                    Manufacturer initiated recalls,    Services Agency
Vehicle Testing System    Ongoing   Vehicle Testing Operational IS Vehicle Operator            Yes   over 1,000,000     Atos   No
(VTS)                               System (incorporates Technical Services Agency
                                    Records )
Advertising Contact       Ongoing   Advertising Contact details and Vehicle Certification      Yes   51 - 500                  No
                                    correspondence with                Agency
                                    manufacturers and Importers.
                                    Market surveillance reports
                                    includes records relating to the
                                    criminal justice system.
Batteries recycling       Ongoing   Relates to enforcement of the      Vehicle Certification   Yes   501 - 1,000               No
                                    Waste Batteries and                Agency
                                    Accumulators Regulations 2009.
                                    Contains complaints from
                                    general public, visit reports from
                                    market researchers and
                                    enforcement officers,
                                    correspondence from
                                    retailers/producers, records
                                    relating to the criminal justice
                                    system.
Business Development      Ongoing   General enquiries from public      Vehicle Certification   Yes   501 - 1,000               No
General Enquiries                   and others                         Agency
Commission Notice &       Ongoing   Commission Notice & Single         Vehicle Certification   Yes   10,001 - 100,000          No
Single Vehicle Approval             Vehicle Approval, 3000 records Agency
                                    per annum collected. Name
                                    address and contact details
                                    held, whether cheque payment
                                    was used ("yes" or "no" only)
                                    and vehicle details
Compliance Management     Ongoing   CMS Type Approval Information - Vehicle Certification      No    1,001 - 10,000            No
System Type Approval                certificates and information       Agency
                                    documents
Conformity of Production    Ongoing   Conformity of Production             Vehicle Certification   No    1,001 - 10,000   No
data (COP)                            database. Records of                 Agency
                                      manufacturers holding approvals
                                      issued by VCA - manufacturing
                                      site information, quality systems
                                      certification information. Contact
                                      details for relevant company
                                      staff.
Dangerous Goods             Ongoing   Records of packaging approvals       Vehicle Certification   Yes   1,001 - 10,000   No
                                      and test reports. Customer           Agency
                                      information.
DataFlex                    Ongoing   Dataflex customer information        Vehicle Certification   Yes   1,001 - 10,000   No
                                      database.                            Agency
EAO Management Systems Ongoing        East Asia Office (EAO)               Vehicle Certification   No    501 - 1,000      No
Certification Auditors                Management Systems                   Agency
                                      Certification (MSC) information.
East Asia Office Customer   Ongoing   Customer correspondence              Vehicle Certification   No    501 - 1,000      No
Correspondence                                                             Agency
East Asia Office Staff      Ongoing   Staff information, both UK civil     Vehicle Certification   Yes   1-50             No
Records                               servant and local staff              Agency
East Asia Office Type       Ongoing   Type approvals, including a          Vehicle Certification   No    1,001 - 10,000   No
Approval                              register of those approvals          Agency
Emissions in-use            Ongoing   Emissions In-Use Compliance:-        Vehicle Certification   Yes   1,001 - 10,000   No
Compliance                            Names and address of vehicle         Agency
                                      keepers and vehicle
                                      registrations and Vehicle
                                      Identification Numbers (VIN)
                                      Numbers. Around 1000 names
                                      and addresses. Details of test
                                      results. Correspondence with
                                      keepers, vehicle manufacturers
                                      and Cleaner Fuels & Vehicles
                                      (CFV).
End of Life Vehicles        Ongoing   End of Life Vehicles: Records of Vehicle Certification       Yes   501 - 1,000      No
                                      information supplied by vehicle Agency
                                      producers and of enforcement
                                      visits. Contact names and
                                      addresses. Records relating to
                                      the criminal justice system.
Enforcement Camera             Ongoing   Documentation and reviews of      Vehicle Certification       Yes   51 - 500                            No
Certification                            enforcement camera certification Agency
                                         applications. It includes contact
                                         details and elements of CVs
                                         relating to the person
                                         responsible for the design and
                                         testing of the system.

Finance                        Ongoing   General Financial data including      Vehicle Certification   Yes   51 - 500                            No
                                         Payroll, Bank Details, T&S, Staff     Agency
                                         Numbers, Names and
                                         Addresses
GeMS System                    Ongoing   Replacement storage and               Vehicle Certification   No    1,001 - 10,000   Total Solutions Inc No
                                         processing system (for 2) for         Agency
                                         Management Systems
                                         Certification Audit
                                         documentation and status. This
                                         holds details on companies and
                                         systems certified.

IEMA Register                  Ongoing   Institute of Environmental            Vehicle Certification   Yes   51 - 500                            No
                                         Management and Assessment             Agency
                                         (IEMA) Register. Records of
                                         certificates issued including
                                         company details and contact
                                         staff.
Job Applications               Ongoing   Job applications for all              Vehicle Certification   Yes   51 - 500                            No
                                         vacancies advertised by VCA           Agency
Management Systems             Ongoing   Management Systems                    Vehicle Certification   Yes   51 - 500                            No
Certification Auditors' Data             Certification - Auditors' contracts   Agency

Management Systems             Ongoing   Management Systems                    Vehicle Certification   No    1,001 - 10,000                      No
Certification Data                       Certification (MSC) Job Register      Agency
                                         and Databases ( MSC DB,
                                         Acorn DB, and Training DB).
                                         These hold details on
                                         companies, systems certified
                                         and training conducted with
                                         particular individuals
Maximiser/Sage act/MS          Ongoing   Customer database including           Vehicle Certification   Yes   51 - 500                            No
Dynamic                                  contact details of general public     Agency
                                         requesting fuel consumption
                                         booklets etc.
Noise Emission            Ongoing    Noise emissions in the               Vehicle Certification   Yes   1,001 - 10,000                       No
                                     environment testing register.        Agency
                                     Data includes noise label,
                                     declaration of conformity, testing
                                     body, authorised product licence
                                     holder in UK. Includes records
                                     relating to the criminal justice
                                     system
Non-Road Mobile           Ongoing    Engine emissions for Non-Road        Vehicle Certification   Yes   1,001 - 10,000                       No
Machinery (NRMM)                     Mobile Machinery register. Data      Agency
                                     includes engine type, engine
                                     family, emissions levels,
                                     approval type number. Includes
                                     records relating to the criminal
                                     justice system
Overseas Offices Contracts Ongoing   Contracts for Type Approval and      Vehicle Certification   No    51 - 500                             No
                                     Management Systems                   Agency
                                     Certification work carried out by
                                     VCA in India & China
Overseas Offices Staff    Ongoing    Personal data of staff and           Vehicle Certification   Yes   51 - 500                             No
Records                              contractors working in China &       Agency
                                     India
Overseas Offices Type     Ongoing    Type approval information.           Vehicle Certification   No    501 - 1,000                          No
Approval                             Manufacturers' vehicle, system       Agency
                                     & component information
                                     documents, type approval test
                                     reports and approvals
Passenger car and van fuel Ongoing   Passenger car fuel consumption       Vehicle Certification   No    1,001 - 10,000   Externally Hosted   Yes   vcacarfueldata.org.uk &
consumption data                     data                                 Agency                                         (South West               Businesslink.gov.uk
                                                                                                                         COMMS)
Payroll                   Ongoing    Payroll Data                       Vehicle Certification     Yes   51 - 500                             No
                                                                        Agency
Personnel                 Ongoing    Staff records, paper and access Vehicle Certification        Yes   51 - 500                             No
                                     database                           Agency
Point of Sale (POS)       Ongoing    Point of sale software customer Vehicle Certification        No    51 - 500         South West          No
Customer Data                        information                        Agency                                           COMMS
Quality Certification     Ongoing    Quality Certification register for Vehicle Certification     Yes   501 - 1,000                          No
Register                             Quality Management System          Agency
                                     (QMS) and Environmental
                                     Management System (EMS).
                                     Records of certificates issued
                                     with company details and
                                     contact staff.
Quality Management       Ongoing    Vehicle Certification Agency    Vehicle Certification       Yes   501 - 1,000        No
System                              (VCA) quality management        Agency
                                    system (Q-Pulse) contains staff
                                    names and e-mails; records of
                                    QMS/EMS appeals and
                                    suspensions, including company
                                    details and records of
                                    complaints made against VCA.

Replacement Catalytic    Ongoing    Replacement Catalytic               Vehicle Certification   Yes   51 - 500           No
Converters                          Converters. Contact details and     Agency
                                    correspondence with producers
                                    and distributors. Market
                                    surveillance reports. Includes
                                    records relating to the criminal
                                    justice system.
Secure Registration      Ongoing    Secure registration scheme:-        Vehicle Certification   Yes   501 - 1,000        No
Scheme                              Records of applications for         Agency
                                    authorisation to use the DVLA
                                    secure registration scheme and
                                    records of audits. Names and
                                    addresses of applicants
SharpOwl                 Ongoing    Project based time recording,       Vehicle Certification   Yes   51 - 500           No
                                    expenses and invoicing.             Agency

Single Enforcement Budget Ongoing   Single Enforcement Budget -         Vehicle Certification   No    51 - 500           No
                                    folders on project information      Agency
Statutory Instrument     Ongoing    Statutory Instrument lists. Lists   Vehicle Certification   Yes   51 - 500           No
                                    of current and draft type           Agency
                                    approval S.I.s. Consultee lists.
Technical Services       Ongoing    Agencies database. Records of       Vehicle Certification   No    51 - 500           Yes   vca.gov.uk & EC's website
Laboratories                        laboratories appointed as           Agency
                                    Technical Services by Vehicle
                                    Certification Agency (VCA).
                                    Includes contact details for
                                    relevant laboratory staff.
Type Approval Register   Ongoing    Type approval register. Data        Vehicle Certification   No    10,001 - 100,000   No
                                    includes component/vehicle          Agency
                                    type, subject of approval,
                                    manufacturer details, CO2
                                    emissions, fuel consumption.
                                    Also includes extensions to type
                                    approval.
Tyre Noise                         Tyre Noise. Contact details and       Vehicle Certification   Yes   501 - 1,000        No
                                   correspondence with producers         Agency
                                   and distributors. Market
                                   surveillance reports. Includes
                                   records relating to the criminal
                                   justice system.
US Employee              Ongoing   Employee information - Civil          Vehicle Certification   Yes   1-50               No
                                   Servants                              Agency
US Management Systems    Ongoing   Management Systems                    Vehicle Certification   No    1,001 - 10,000     No
Certification                      Certification information             Agency
US Management Systems    Ongoing   MSC - Auditors' CVs etc               Vehicle Certification   Yes   51 - 500           No
Certification Auditors                                                   Agency
US Type Approval         Ongoing   Manufacturers' vehicle, system        Vehicle Certification   No    1,001 - 10,000     No
                                   & component information               Agency
                                   documents, type approval test
                                   reports and approvals
VISTA - LEGSTAT          Ongoing   VISTA /LEGSTAT. Records of            Vehicle Certification   No    1,001 - 10,000     Yes   Subscription Service
                                   statutory legislation and VCA         Agency
                                   technical Interpretations.
                                   Records of subscriber details.
WEEE Enforcement         Ongoing   Waste Electrical and Electronic       Vehicle Certification   Yes   10,001 - 100,000   No
                                   Equipment (WEEE) Directive -          Agency
                                   VCA carries out enforcement of
                                   this directive, ensuring that
                                   electrical & electronic goods
                                   retailers dispose of old electrical
                                   equipment appropriately.
                                   Contains complaints from
                                   general public, visit reports from
                                   market researchers and
                                   enforcement officers;
                                   correspondence from
                                   retailers/producers and records
                                   relating to the criminal justice
                                   system.

				
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