SW11000 - Glossary

A

Activation letters

One of the known facts issued to customer members allowing enrolment to the service.

B

BAO Activity Inbox

The area within Shared Workspace where requests to add members, change member roles and delete items are listed for BAO consideration.

Breadcrumb trail

The ‘Breadcrumb trail’ appears horizontally across the top of the Shared Workspace page, below the title bar. The ‘trail’ provides a link to each level between the ‘My eRooms’ page and the currently displayed page.

Browser

A software application that enables a user to display and interact with information on a web page, for example Shared Workspace.

Business Authorising Officer

An HMRC member of staff who has overall responsibility for co-ordinating and managing the activities of a Room.

There are a minimum of two Business Authorising Officer’s for each Room.

Business email address

The email address of the Customer Organisation Representative.

Business postal address

The address of the Customer Nominated Contact adding members to the Room.

Business Unit

A Business Area within one of HMRC’s four key groups.

C

Cache

The area on a computer where visited web pages are stored allowing them to display more quickly at the next visit.

CNC Nomination page

The page that a Customer Organisation Representative completes to submit details of the first 2 Customer Nominated Contacts for their Organisation in a stated Room.

Custom Role

A custom role enables members to have the same access to information within a Room. For example HMRC (BAO) role enables an HMRC member of staff to have overall responsibility for co-ordinating and managing the activities of a Room.

Customer Nominated Contact

An Organisation representative within a Room managing the Organisation’s membership of the Room.

Customer Member

A Member of Shared Workspace representing a Customer Organisation of the HMRC.

Customer Organisation Representative

The Representative of an Organisation responsible for introducing Shared Workspace to the Organisation and nominating the first 2 Customer Nominated Contacts.

Customer Room

A Shared Workspace Room allowing collaboration between HMRC and a Customer Organisation or Other Government Department.

D

Default Room Roles

Standard eRoom roles of Coordinator, Observer and Participant. These roles are not available in Shared Workspace. A member must have a custom role.

F

Freedom of Information Act

Legal process where members of the public or institutions can apply for the release of government information.

G

Government Gateway

Government Gateway is the centralised registration service for all e-Government services in the UK.

Government Protective Marking System

Information about the Government Protective Marking System (GPMS) can be found at SBCPSG5305- Working with Protectively Marked Assets.

H

HMRC Member

A member of Shared Workspace representing the HMRC.

HMRC Only Room

A Shared Workspace Room allowing collaboration only among HMRC Members.

I

Invite Key

Issued to the Customer Organisation Representative to verify their details before they nominate 2 Customer Nominated Contacts.

ISO 27001

Code of Practice for Information Security Management, which lists security control objectives and recommends a range of specific security controls.

K

Known Facts

Known Facts comprise of a SW activation token and User ID issued to a Customer to enrol for Shared Workspace.

M

Management Information Systems

Information System designed to provide selected information for Management purposes.

Member

A Person using, or with the ability to use, Shared Workspace.

Memory Stick

Portable storage device that enables a user to copy and transfer information to another computer.

Meta-data

Information about the information within a Shared Workspace page or Room. It improves the speed that files can be accessed and searched.

Microsoft Access

A computer program designed to allow creation of databases and database systems.

O

Observer

A member of Shared Workspace with the ability to read content of a Room, but not amend content.

Online Learning

e-Learning available via the Intranet or Internet.

Online Services

e-Services available via the Intranet or Internet.

Optional custom role

A custom role that may be needed in a Shared Workspace room to manage access to information.

Organisation

An Organisation working with HMRC using Shared Workspace.

Other Government Departments

A Government Department collaborating with HMRC.

P

Participant

A member of a Shared Workspace Room with the ability to view information with a Room and the ability to amend that information. Access controls may prevent a participant amending particular items or information.

Permission setting

Access control setting controlling access to information.

Plug-in

Software developed to enhance use of an existing program.

R

Role

All members are allocated a custom role when their membership has been approved to access a Room.

Room

Area of Shared Workspace designed for collaboration between authorised members.

Room Type

Rooms are either Customer Rooms allowing external collaboration or HMRC Only Rooms allowing collaboration within HMRC only.

S

Sensitivity flag

An indicator that the Room will not be returned by a Room Search of the Shared Workspace site and will be hidden to non-members because the room has sensitive content.

Shared Workspace Team

The HMRC Team responsible for administering Shared Workspace.

Shared Workspace Team Activity Inbox

Area of Shared Workspace used to manage system requests made by an HMRC Member.

Site Administrator

HMRC IT Partner responsible for the administration of the Shared Workspace site.

T

Task database

A database within a Shared Workspace Room used to manage team tasks.

Template Room

A Room design which an HMRC Member can select when creating a new Room.

U

User ID

One of the known facts issued to customer members allowing enrolment to the service.