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HMRC internal manual

Shared Workspace Business Manual

Using Shared Workspace: Adding Information to a Room

To maintain the reputation and integrity of Shared Workspace all members must abide by strict rules on what information can be added to a Room and what information must not be added to a Room.

Only information meeting all the following criteria can be added to a Room

  • The protective marking for HMRC information must be no greater than Official Sensitive in the Government Security Classification System (GCS). Information about the GCS is here.
  • The information must be business related and meet with the purpose of the Room.
  • The information is not inappropriate SW03350.



  1. Files that run executable programmes e.g. with the suffix .exe must not be downloaded into Shared Workspace.
  2. Microsoft Access Databases SW07570 are automatically prevented from being loaded into Shared Workspace because they have the potential to significantly slow down the HMRC Online Service.
  3. All Customer members must comply with the HMRC Online Services Terms and Conditions SW03260 that your organisation has agreed to follow.
  4. All HMRC members must follow the Departmental guidelines on the HMRC Acceptable Use Policy.
  5. It is the member’s responsibility to consider the suitability of all material they add to or create in a Room SW03350.