SW03620 - Mandatory HMRC Business Authorising Officer Reviews: Review Room Membership

This is a mandatory review for the HMRC Business Authorising Officer (BAO) and must be carried out at 6 monthly intervals (or more frequent where required) before signing the BAO Certificate of Assurance SW03605.

Only members with a business need should have access to Shared Workspace. This helps to keep information secure and keeps licences free for new members to use the service.

To help keep the member list of a Room up to date, an HMRC Business Authorising Officer(BAO) with the assistance of a Customer Nominated Contact (CNC) for each Room must carry out a check of the membership at 6 monthly intervals.

The BAO is responsible for reviewing all the HMRC membership of the Room and for asking the Customer Nominated Contact to review the members from their Customer Organisation.

Note: Business units should consider introducing a policy of carrying out these reviews more frequently where the type of business conducted in the room warrants such action.

HMRC Members

The BAO should check all HMRC members in every Room for which they are responsible. If the BAO has any doubt about whether a member should have access to a Room they should consult with the member and/or the member’s Line Manager and delete any HMRC members who no longer need access.

De-enroling an HMRC Member

If the HMRC member has left the business unit or no longer needs access to the SharedWorkspace service and icon, the BAO should ask the Line Manager to de-enrol the member SW05260

Customer Members

To review the Customer Membership the BAO should contact CNCs of each organisationwithin the room. This can be done by sending an alert from the member list page of theRoom. The subject title should be changed to “Member List review” and the message area used to ask the CNCs to check that their customer members still need access to the Room and to remove any that do not.

Notes:

  1. Do not delete the links within the ‘Message’ area.
  2. The BAO Certificate of Assurance can be completed without the Customer Member review (see below) because HMRC is not responsible for customer membership.

Non-Compliant Room

Where the Room does not comply with SW and HMRC policies the BAO must take immediatecorrective action. Until all issues are resolved, the Certificate of Assurance must not becompleted and the BAO should consider locking the Room, where appropriate SW06300.

For a copy of the BAO Certificate of Assurance please click here.