Transparency data
Foreign and Commonwealth Office information asset register
Updated 24 May 2019
Download CSV 16.2 KB
| Data Asset | Description | Department |
|---|---|---|
| Accreditations, Notes Verbales | Background on diplomatic appointments to UK. Notes Verbales to High Commissions and Embassies | Various |
| Annual Report and Accounts | The statutory annual financial accounts laid before Parliament | Finance |
| Anti-Fraud Corruption Unit (AFCU) investigation papers | AFCU case files relating to internal disciplinary and legal cases that go to court - AFCU undertake investigations of allegations of fraud against the FCO. (Electronic and Paper files) | Internal Audit |
| Appointments, Interchange & Recruitment (including special and maternity leave) Internal postings, tour lengths | Appointments, recruitment, interchange, special and maternity leave management. Personal data relating to appointments, interchange, recruitment, special leave, maternity leave. Includes details of staff applying for jobs on the internal appointments boards and their appraisal evidence. Also contains details from staff in other government departments (OGDs) who provide personal information | HRD / Finance |
| Astea Alliance | Helpdesk incident and service request records | Knowledge & Technology Directorate |
| Bank details/ Invoices/supplier details | To pay and track payments for services provided. List of all customers/suppliers used by the FCO. Includes details of various expense claims | Various |
| Briefing, submissions | Records of briefings and submissions for trips, visits and ministerial correspondence. | Various |
| Business Continuity lists and action plans | To ensure that normal working business is not disrupted or understaffed. Contingency planning in event of serious incident or disaster; includes details of how to contact staff. | Various |
| Chevening Databases | Details of Chevening applications and scholars | Various |
| Communities | Enables staff to share information and contribute to discussion on a variety of official business and wider thematic topics | Knowledge & Technology Directorate |
| Consular customer appointment booking data | To manage consular customer appointments | Consular |
| Consular Database, Assistance Casework Data and Consular Services | Consular case management, statistics & reporting (Paper and Electronic files) Includes details of individuals, emergency travel documents and case notes. Records of consular assistance and notorial services provided and the people involved | Consular |
| Consular Performance/Management Information data | Reporting suite capturing all Consular MI | Consular |
| Consular: information about complaints and compliments from the public | Details and records of consular complaints including formal responses | Consular |
| Contact Lists | Names, email addresses and phone numbers of key contacts overseas and in London, and cross-Whitehall/internal FCO colleagues. To aid networking and day to day work. Includes contact lists for events, visits, special occasions and receptions (Paper and Electronic files) | Various |
| Corporate Credit Cards: applications | Ability to track applications and usage (Paper and Electronic files) | Various |
| Corporate Folders | How teams work, handover notes, guidance documents, forward look, floor plans, internal staff contact details, leave/travel, developmental plans etc (Paper and Electronic files) | Various |
| Correspondence trackers | Track internal correspondence and briefing requests, letters etc. Includes FOI responses. And correspondence with public, key external stakeholders, suppliers etc. | Various |
| Correspondence Tracking System (CTS 2.0) | The Correspondence Tracking System (CTS) contains letters from MPs, Members of the House of Lords, Chief Executives from NGOs, private businesses, and members of the public and the FCO replies. | Parliamentary, Ministerial & Central Services |
| Country Profiles | Overview of our bilateral relationships with certain countries including key facts, economic data, etc. | Various |
| Crisis Hub/Crisis Management Data | Supports FCO's Crisis Response (contains data relevant to crisis including personal data) and case management and reporting | Consular |
| Crown Lands legislation (and general) | Information relating to Crown Lands | Overseas Territories Department |
| Departmental Publications Collection | Digitised collection of Diplomatic Service Lists and previous FCO Historians' publications | Knowledge & Technology Directorate |
| Departmental Risk Registers | To plan the FCO's day to day work and mitigate against risks | Various |
| Diplomatic Academy: Account Management Information | Post stakeholder contacts, number of staff at post, and post Learning & Development documents | Diplomatic Academy |
| Diplomatic Academy: Foundation Level Qualification folders | Monitoring and logging staff progressing through FL Qualification; helping provide MI & Evaluation data | Diplomatic Academy |
| Diplomatic Academy: Procurement information relating to contracts for Foundation Level eLearning and testing, and Practitioner level learning products | Records and correspondence relating to provision of services under various learning and development contracts/providers | Diplomatic Academy |
| Diplomatic Missions and International Organisations Unit (DMIOU) database. | To keep records of diplomats, their families, diplomatic vehicles and diplomatic premises in the UK (both current and historic). | Protocol |
| Diptels | Diplomatic Telegrams - formal communications between London and Posts to inform and implement government policy | Central Units |
| Disability Files | HR case management - contains personal data, occupational health reports, psychological assessments and email correspondence. | HRD |
| Disability Living Allowance and Carers allowance | Details of benefit payments for staff serving overseas (as this makes them ineligible for these benefits). | HRD / Finance |
| Diversity Monitoring Data | To support HR analysis and interventions | HRD |
| DPA Subject Access Request cases | Copies of files resulting from Subject Access Requests (prior to creation of new unit managing this information in January 2018) | HRD |
| DSFA (Diplomatic Service Families Association)* | The DSFA is the family support service for the Foreign & Commonwealth Office (FCO). They support the interests and welfare of staff and their families. Contains records of officers, their spouses/partners and dependants. | Diplomatic Service Families Association |
| Emergency Travel Document (ETD) Data | Details of emergency travel documents, includes details of applications and personal applicant data | Consular/Digital Transformation Unit |
| EMG (Event Management database) Lancaster House | Event Management - Used for accreditation and management of international conferences | Protocol |
| Employee Assistance Programme: Workplace Wellness | Confidential 24/7 counselling service for staff. Personal data only shared with FCO if required for contractual reasons. | HRD |
| Estates (Pyramid) Database | Database to manage the FCO's property assets and vehicles. Contains staff personal details. | Estates |
| Facilities Management | To organise, deliver and manage the estate and building facilities management service to the FCO buildings | Estates |
| Facilities time returns | The Cabinet Office require us to inform them of the percentage of FCO staff time spent on Trade Union activity. This captures data on staff who work for the Trade Union and percentage of time spent on union activity | HRD / Finance |
| FCO Intranet | To provide an internal communication channel, guidance, information, resources, wiki, blog features, and collaborative tools to FCO staff | Knowledge & Technology Directorate |
| FCO Nursery | Effective operation of nursery (waiting list, fees, emergency contact details, staff and children personal details) | HRD / Finance |
| Financial files/Budget profiles and allocations | Financial reporting, activity reporting, forecasting, managing accounts. To manage Departmental/Post expenditure | Various |
| FOI&DPA Team: Casework Database | Management of FOI and DPA information requests; production of MI and official statistics | Parliamentary, Ministerial & Central Services |
| Future International Leader Programme - Alumni Contacts | Useful information to assist the smooth running and management of ILP programmes. | Protocol |
| Global Learning Opportunities (GLO - the FCO Learning Management System) | To record Learning & Development activities, skills and knowledge and to evaluate the impact of L&D, including breakdown on number of GLO licenses. | Diplomatic Academy |
| Health and Safety Accident reports and Personal Injury Claims | Data reporting and Health and Safety law and case management information (Paper and Electronic files) | HRD |
| Home Allowances | Personal financial data relating to home allowances; this includes location, on call, hazardous conditions, shift work, professional subscriptions, conference fees, Disability Living Allowance (DLA) etc. | HRD / Finance |
| HR Enquiries | All staff HR related enquiries are logged in order to track them until resolution and for metrics gathering. | Finance |
| HR Files - Leave, internal recruitment, job applications, references | Internal Departmental files for incumbent staff; includes leave records, job specs, vacancies, reference requests, records received from outside organisations to confirm certain information (e.g. for mortgages, new jobs, visa applications) | Various |
| HR: International casework | Includes advice/guidance on Local Staff policies/case handling, evacuation and duty of care cases, immunity cases, gifts and hospitality, exceptions, London Familiarisation Scheme, Board Observer Scheme. | HRD |
| iRecords | FCO's corporate record of policy and operational delivery information which is retained on this platform for business and research. | Knowledge & Technology Directorate |
| IT Asset Inventories | To manage department/directorate IT assets | Various |
| Language Student Data | To help forecast full time language tuition spend, monitoring student progress and exam details. Student contact information, IT assets held by students. | Diplomatic Academy |
| Legal files/casework | Details of legal/court cases, personal details and internal FCO communication | Various |
| Legalisation application data | To process legalisation services and enable certificates to be produced. Contains personal information and details of legalisation of documentation (verification of UK public documents signatures and seals) for members of the public and businesses. | Consular |
| Litigation Database and casework | Database of FCO legal cases and associated correspondence | Legal Directorate |
| Long Term Job Forecast (intranet) | Internal Job forecasting list (shows incumbents, and tour lengths etc) | HRD / Finance |
| Medical records | Staff medical case management files (Paper and Electronic files) | HRD |
| Ministerial Interests | To declare Ministerial Interests (to Cabinet Office) | Central Units/PUS' Office |
| MP/Member of Public Letters | Departmental responses to MP/MOP Letters | Various |
| MSU Correspondence Tracking System (CTS) Archive | The Correspondence Tracking System (CTS) Archive contains pre-May 2018 letters from MPs, Members of the House of Lords, Chief Executives from NGOs, private businesses, and members of the public and the FCO replies. | Parliamentary, Ministerial & Central Services |
| MyCSP contractual arrangement with KPMG to provide pensions tax guidance | Tax guidance for officers with annual or lifetime allowance pension tax issues | HRD |
| Overseas Postings and Allowances Information (including the overseas postings portal) | Posting and allowances management (details of additional living costs, travel, loans, transfer grants). This information assists with the process of posting FCO officers overseas. | HRD / Finance |
| Overseas provided Educational Provision returns | Details of overseas education provision - includes personal data, school location, special needs, travel arrangements etc. | HRD / Finance |
| Overseas Registration Unit (ORU) data | Record of births and deaths of British citizens overseas | Consular |
| Pay and reward | Staff personal financial data relating to pay and pensions. | HRD / Finance |
| People Finder | Enables staff to be identified according to where they work, their responsibilities, duties, experience and expertise. Provides microblogging features | Knowledge & Technology Directorate |
| Performance - Probation | Manage staff probation (staff personal data including performance, attendance, conduct and probation results) | HRD |
| Performance Management Records - Appraisals | Appraisals, performance ratings, casework, personal data. Also contains details from staff in other government departments (OGDs) in FCO roles. Records of staff panel discussions. | HRD |
| PQMS (Parliamentary Question Management System) | Details of Parliamentary Questions and Departmental responses | Parliamentary, Ministerial & Central Services |
| Press Office LCS database | Database of foreign media correspondents | Communications directorate |
| Prism | HR and finance management and reporting - details of all FCO employees including their personal details. (e.g. retirement date, leave, appraisals, pay, learning and development, internal jobs, promotion history, grade etc) | HRD / Finance |
| Programme, project, visit and event files | Programme, project management files, details of event sponsors, evaluation forms. To monitor and manage spend. Relevant contact details. | Various |
| Promotion Data (personal and non-personal) | HR case management (application forms, CVs, appraisals, assessment results, personal staff data, skills and experience, diversity data etc) | HRD / Finance |
| Public Enquiry data (Microsoft Dynamics) - handling and logging data | Enable responses to written enquiries from the public submitted via an online enquiry form - contains names and emails from enquirers and details of requests/queries | Consular |
| Records on employee relations, Employment Tribunals, litigation | Names, dates and details of cases | HRD |
| Right Management Outplacement Support | Outplacement support for staff taking early exit or redundancy | HRD |
| Scheme Medical Advisor: Health Management Ltd | Details of staff applying for ill-health retirement; name, DOB, medical data. There are consent forms included in the application process. | HRD |
| Season tickets | To manage staff travel season ticket applications; includes details of payments and recovering of costs. | HRD / Finance |
| Secondment and Interchange records | Data relevant to applications by individual staff members for roles on secondment (to external organisations) and interchange | HRD / Finance |
| Smartphone Applications | Completed forms from individuals requesting a smartphone from central resourcing. | Various |
| Staff HR (Indiv) files | HR management, Personnel files for FCO Officers contains career history and various personal records and information since joining the FCO (Paper and Electronic files) | HRD / Finance |
| Staff organograms | Reference copy of line management chains | Various |
| Staff: complex casework (including misconduct, grievance, sick absence and poor performance records) | HR case management files of staff with details of case. (Paper and Electronic files) | HRD |
| Supplier Information | Details of contracts and suppliers used by FCO | Various |
| Talent Management Records | Individual staff talent forms, talent scheme application data, casework, end of tour dates, personal data. Also contains details from staff in other government departments (OGDs) in FCO roles. Records of staff panel discussions. | HRD |
| Tenders for FCO Contract opportunities - Jaggaer & QINETIQ | Tenders and related information for FCO Contract opportunities | Commercial |
| Trade Union case files | Staff information to manage individual cases. | Trade Union Side |
| Transparency Data | Gifts and hospitality | Various |
| Treaty Database | Treaties database for FCO staff use only. Allows Treaty Section to update records of the UK's treaty commitments and to support the publication process for new treaties. | Legal Directorate |
| UK Treaties Online (UKTO) | Public-facing database containing records of the UK's treaty commitments. | Legal Directorate |
| User Accounts for various library services | Staff subscriptions and account details (e.g. Times, Think Tank Memberships, Gorkana, FT, Factiva and Economist) | Knowledge & Technology Directorate |
| Welfare files | HR case management (Paper and Electronic files) | HRD |
| Xexec database | Staff Discount Scheme. FCO provides employee number. All other data provided by officer. | HRD |
| Not set | Not set | Not set |
| *For the DSFA, the FCO is the data processor of this information since it is processed on FCO IT systems: however for the purposes of the FOIA, the underlying data is held on behalf of the DFSA and not by the FCO. It is not, therefore, subject to FOIA requests. | Not set | Not set |