Sheet 1: Information Asset Register

	
	
	
	
	
	
	
	
	
	
	
	
	
	
	
	

		
Source of information
		
Asset number or ID
		
Name of asset 
		
Description
		
What is the information used for?
		
Legislation under which asset is required
		
Location 
		
Owner
		
Volume
		
Personal data
		
Access 
		
Shared
		
Format 
		
Retention
		
Risks / impact
		
Control measures
		
Key asset
	
	

		
STAFF (including practitioners, students, volunteers and trustees)
		
1
		
Staff employment files
		
Holds employment information, including name, home address and telephone number for each employee, student, volunteer, director. Training certificates and references, application forms. Confidential information relating to each employee, including ID information, right to work in the UK, health and medical needs, suitability declaration forms, sickness and leave details, return to work forms, individual risk assessments, employment terms and conditions and occupational health reports. 
		
To ensure the suitability of staff;
To ensure staff are contactable;
To evidence appropriate recruitment checks have been undertaken;
To meet the requirements of the EYFS
		
EYFS 2017;
Working Together to Safeguard Children 2015;
Equalities Act 2010
		
Computer files held on i-cloud;
Archived information stored off-line;
Paper documents stored in secure, fixed filing cabinet on site. 
		
Mrs. A.N. Other (Nominated person/Chair)
		
20 current files;
10 archived files;
Total 30.
		
Yes; includes sensitive personal data
		
Access is restricted to named senior managers and registered person.
		
Information is shared with senior managers, Ofsted and the local authority where required for safeguarding and child protection purposes. Selected information may also be shared with prospective new employers.
		
Word documents; password protected spreadsheets. 
		
Evidence of employment- 60 years;
Other employment information - 3 years
		
Loss of confidentiality:  - personal safety impact on individual;  
- privacy impact on individual
Loss of availability:
- inability to contact staff
- breach of Ofsted requirements
Loss of integrity:
- unable to use information for its intended purpose
- identity theft/fraud.
		
Restricted authorised only access to files;
Secure, locked storage;
Information kept on site at all times 
Password protected electronic files;
Regular review and update of information for accuracy and relevance;
Effective archiving and deletion procedures.



		
Yes
	
	

		
2
		
Performance management files
		
Holds supervision and appraisal information; disciplinary information; performance management records.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
3
		
DBS records (including Certificate of Good Conduct)
		
Includes details of spent/unspent convictions, cautions, reprimands and police issued final warnings; any additional information held by local police deemed relevant to the role and checks of the DBS barred lists. 
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
4
		
Self-declaration forms
		
Personal information regarding an individual's suitability to work with children. Can include health information; personal information regarding other people living at the same address; social care information regarding self and family; and criminal information. 
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
5
		
Allegations against practitioners 
		
Allegation details, police/social care/LADO information; meeting minutes.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
6
		
Staff meeting minutes
		
Minutes of staff meetings, including possible discussion about children.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
7
		
Staff registers
		
Details of staff present including times of arrival and departure
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
8
		
Payee information
		
Includes details of wages, NI and tax contributions; NI number, personnel number, tax code and bank details
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
9
		
Financial information
		
Incomings and outgoings, tax details, bank details, profits and loss, debts, business funding details. Also funding details for three and four year olds; Me2 funding; EYPP, DAF and Inclusion funding details. 
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
10
		
Emergency contacts
		
Emergency contact details of staff, including next of kin.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
CHILDREN
		
11
		
Registration forms/contracts
		
Enrolment details, including name, home address, DOB, parents'/carers' details, confirmation of parental responsibility; involvement with other agencies, health, medical, allergy information; SEND information; safeguarding/child protection details including care status. Also includes consent information regarding photos, first aid, emergency treatment, sun cream, emergency medication, outings and more. 
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
12
		
Waiting lists
		
Contact details of parent and carer, name and DOB of child
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
13
		
Children's registers
		
Information on children's attendance, including dates and times of arrival and departure.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
14
		
Birth certificates
		
Copy of birth certificate including where applicable confirmation of parents' names.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
15
		
Children's learning and development files
		
Learning and development record of child, including observations, learning journeys, and summative assessments. Information regarding children's daily routines and likes and dislikes. Communication books with other early years providers/schools. Home communication books with parents comments included.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
16
		
Cohort data / tracking information
		
TBA
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
17
		
Transfer documents
		
Learning and development summary record for a child when moving to another setting or school.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
18
		
SEND information
		
Can include learning journey information, summative assessments, individual education plans, health care plans, individual risk assessments, referrals, Early Help Assessments, and medical records. 
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
19
		
Safeguarding files
		
Early help information, Early Help assessments, low level concern details, Child at Risk alerts (CARAs), patterns of behaviours, information relating to care and welfare, observations, discussions with parents and other agencies.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
20
		
Child protection files
		
Child protection information, referrals, minutes, child protection/in need plan and court reports and orders. Generally highly confidential information.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
21
		
Accident records
		
Information relating to accidents and injuries occurring in the setting. Can also include accidents involving staff or third parties.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
22
		
Incident records
		
Any significant incident that occurs relating to a child in the setting; for example if there has been a need for physical intervention.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
23
		
Pre-existing injury
		
Information relating to accidents and injuries which have occurred to a child outside of the setting, for example, where the accident has occurred at home.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
24
		
Allergies and medication information
		
May include a health care plan, details of medication and other health information
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
25
		
Photos
		
Including video, digitally stored photos, online/offline storage; printed material; social media content; work mobile phones; cameras. 
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
PARENTS/ CARERS
		
26
		
Personal details
		
Relationship to the child, including parental responsibility. Contact details, including address. Details of employment status, company names and job roles. Parent ethnicity, status in the UK, first language etc. Details of family and friends, including contact details. 
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
27
		
Safeguarding/adult protection information
		
May include highly confidential information, such as police information via CARA; details from MARAC; DASH risk assessments; information from safeguarding/child protection meetings, including early help. Information provided by other agencies in relation to the parent/carer.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
28
		
Parent declaration forms
		
Signed declarations confirming eligibility for funding.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
29
		
Financial information
		
BACS details, credit/debit card details, NI number, benefit details, tax credits information.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
SUPPLIERS
		
30
		
Business information
		
Contact details; contract details; and financial information; details of personnel.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
GENERAL
		
31
		
Computer systems
		
Management of setting, including parent and child details, financial information, business information, learning and development records, headcount information and more.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
32
		
CCTV
		
Could include internal/external cameras and record devices. This includes all images and recordings.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
33
		
Social media
		
Could include photographs; cookies; ip addresses; user names, passwords etc. Purpose may differ dependent on who is allocated access and what the service is for.
		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
34
		
Complaints
		
A complaint log maintained to record any complaint relating to the EYFS. Separate in depth logs and notes from investigations for written and more complex complaints. Additional logs may be maintained of complaints regarding other issues.