Beta This part of GOV.UK is being rebuilt – find out what this means

HMRC internal manual

Shared Workspace Business Manual

From
HM Revenue & Customs
Updated
, see all updates

Recent changes to this guidance

Below are details of the amendments that were published on 30 November 2007 (see the update index for all updates)

Section Details of update
   
SW03130 Delete “It is a customer organisation’s decision to use Shared Workspace”.
SW03150 New topic “Government Protective Marking Scheme”.
SW03215 New bullet “Review of protective markings of data SW03150”
SW03230 Delete last bullet under ‘Customer Members’: “HMRC passwords or User IDs are not used on any non HMRC system or service”.
SW03260 Add link to Terms and Conditions.
SW03275 Add sentence “It may include other information such as data sources, date of last update, and user access privileges.”

Amend penultimate paragraph to “There are a number of methods of preventing and removing metadata, depending on the file type and content. Microsoft Office have published guidance on how to remove metadata from Microsoft files. This can be found on the Microsoft Knowledge Base web page at http://support.microsoft.com.”

Amend final paragraph to “If you are using any other type of software and need to add information to Shared Workspace without metadata, you should contact your IT support for guidance or refer to the guidance provided with the software being used.”    
  SW03310 Add the following paragraph to point 4, Access Controls “Shared Workspace is accredited to by the Department to hold information that is marked up to and including restricted SW03150. Information marked confidential and above must not be included”.
  SW03340 Change order of bullet points and link to SW03150 added to 1st bullet point.
  SW04240 Link changed from SW04240 to SW04220.
  SW04270 Add new 1st bullet “Review of protective markings of data SW03150”

Prospectus item code added.

New certificate of assurance available from link.    
  SW06120 New 1st bullet added “A Room must only be created to hold information marked up to and including RESTRICTED under the Government Protective Marking System SW03150.”
  SW06130 New 2nd bullet added “consider the Protective Markings for any HMRC documents SW03150”
  SW06140 Warning added: “Warning: Under no circumstances must a Room be created where the HMRC information exceeds a RESTRICTED marking SW03150.”
  SW06150 Warning added: “Warning: Under no circumstances must a Room be created where the HMRC information exceeds a RESTRICTED marking SW03150.”
  SW07100 Controlling Access amended to emphasise importance of members considering security SW03100.
  SW07210 Sentence added to section on Controlling Access “Under no circumstances should any information with a marking of CONFIDENTIAL, SECRET or TOP SECRET be added to Shared Workspace SW03150.”
  SW07410 New paragraph added for HMRC only as follows “HMRC Staff have a general duty to protect information. Everyone who has access to protectively marked assets is personally responsible for maintaining the appropriate standards of security SW03150.

Always make sure that when you add a file(s) to Shared Workspace it is only made available to those with a genuine business need and authority to know the information it contains SW03310.”

Link added to direct customers to learning on access controls.    
  SW09125 Warning added: “Under no circumstances must a Room be created where the HMRC information exceeds a RESTRICTED marking SW03150.”
  SW10310 Amend 1st sentence to include reference to Government Protective Marking System SW03150
  SW10320 Bookmarks added to top of page.
  SW10330 Under Room Content, new 1st bullet “Under no circumstances should any information with a marking of CONFIDENTIAL, SECRET or TOP SECRET be added to Shared Workspace.”
  SW11000 New glossary item for Government Protective Marking System “Information about the Government Protective Marking System (GPMS) can be found at DSSM11005 - Working with Protectively Marked Assets.”