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HMRC internal manual

Shared Workspace Business Manual

Roles and Responsibilities: Data Guardian

The Data Guardian role is key to the effective management of data held within Shared Workspace.

Here is a list of Data Guardians and their duties.


The Data Guardian is responsible for providing on request from the Shared Workspace Business Sponsor

  • initial approval for Shared Workspace to be used for the deployment
  • the initial Data Usage Agreement
  • the annual Data Usage Agreement

For more help with completion of the Data Usage Agreement please see SW03510.

In addition, the Data Guardian is responsible for

  • keeping the recipient informed about any proposed or actual material changes to the character of the data stored
  • telling the recipient what the sensitivity of the data is
  • ensuring that appropriate, particularly sensitive, data is excluded
  • providing the data as set out in this Data Usage Agreement subject to emergency and contingency recovery
  • telling the Recipient if someone new becomes the Data Guardian
  • negotiating any essential changes to this agreement in good time