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HMRC internal manual

Shared Workspace Business Manual

HM Revenue & Customs
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HMRC Business Authorising Officer: Responsibilities


The HMRC Business Authorising Officer (BAO) has overall responsibility for co-ordinating and managing the activities of a Room.

There must be a minimum of two BAO’s for each Room and sufficient BAO’s must be appointed to maintain customer service standards.

Note: The Shared Workspace Business Sponsor is responsible for appointing to each Room sufficient BAOs to ensure that the BAOs can carry out all their responsibilities effectively and thoroughly SW03520.

The BAO is crucial to the effective operation of the Shared Workspace service. The BAO Activity Inbox enables BAO’s to manage their responsibilities efficiently from a single point SW04210.

The BAO has a number of responsibilities which can be grouped under 3 key categories

  • Purpose - The purpose and content of the Room. They must have detailed knowledge of the business conducted in the Room.

  • People - The membership of the Room. They must have an association with the HMRC members of the Room and be able to authenticate any customer organisation linked to it.
  • Process - How the Room is used, including security. They must have a level of responsibility within their Business Unit that is commensurate to how the Room is being used.

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In addition to the general activities of a Room, the BAO is responsible for carrying out


  • the following online activities


SW03215 Business Unit Quality Assurance
SW03320 Dealing with Inappropriate Material
SW03400 Risk Assessing
SW04220 Reviewing the BAO Activity Inbox
SW04225 Review Request to Add HMRC Member to a Room
SW04230 Review Request to Add First Two Customer Nominated Contacts to a Room
SW04235 Review Request to Add Customer Member to a Room
SW04240 Review Request to Change HMRC Member Role
SW04245 Review Request to Change Customer Member Role
SW04250 Review Request to Delete a Room Item
SW04255 (This content has been withheld because of exemptions in the Freedom of Information Act 2000)
SW04260 Add HMRC Member to a Room without HMRC Member Request
SW05430 Remove HMRC Member from a Room
SW05440 Remove Customer Member from a Room
SW05640 Request to Change Customer Member Role
SW06200 Manage a Room
SW06300 Lock a Room
SW06400 Unlock a Room
SW06500 Close a Room
SW06600 Re-open a Room
SW06700 Delete a Room
SW06800 Recycle Bin
SW07430 Close an Item
SW07450 Re-open an Item
SW09125 Designing the Room
SW09220 Add Organisation to a Room
SW09240 Maintain Organisation Details
SW09250 Remove Organisation from a Room