Business Unit Policies and Assurance Checks: Shared Workspace Business Sponsor Administration
The Shared Workspace Business Sponsor (SW Business Sponsor) is responsible for obtaining and keeping electronic copies of the following completed forms
- Initial and Annual Data Usage Agreements SW03510
- Annual SW Business Sponsor Certificates of Assurance SW03540
These forms will need to be readily available to be sent by email to the Global Community Administrator (GCA) when requested, either as part of the initial deployment process, or as part of the Annual Review SW04415.
Note, the SW Business Sponsor Certificates of Assurance must be kept for a minimum of 2 years.
Business Unit Processes
The SW Business Sponsor may need to put processes in place to facilitate the annual checks that must be carried out, such as
* Recording all the HMRC Business Authorising Officers (BAOs) appointments [SW03520](https://www.gov.uk/hmrc-internal-manuals/shared-workspace-business-manual/sw03520) * Checking with the Business Unit that BAOs have the qualities set out in the Manual [SW05220](https://www.gov.uk/hmrc-internal-manuals/shared-workspace-business-manual/sw05220) * Checking the Learning completed by the BAOs [SW02220](https://www.gov.uk/hmrc-internal-manuals/shared-workspace-business-manual/sw02220) * Checking that each BAO has undertaken the mandatory Room reviews and completed the BAO Certificate of Assurance [SW04207](https://www.gov.uk/hmrc-internal-manuals/shared-workspace-business-manual/sw04207) * Checking and storing the BAO Certificate of Assurance once the Room Reviews have been completed [SW03605](https://www.gov.uk/hmrc-internal-manuals/shared-workspace-business-manual/sw03605).