SW04415 - HMRC Shared Workspace Team: Data Usage Agreements & Shared Workspace Business Sponsor Certificates of Assurance
The Shared Workspace (SW) Team are responsible for ensuring that Shared Workspace Business Sponsors (SW Business Sponsor) of all SW deployments submit to the team:
- The initial Data Usage Agreement
- The annual Data Usage Agreement
- The SW Business Sponsor Certificates of Assurance
The purpose is to certify that the Data Guardian has approved, and continues to approve, the use of SW for each of their deployments and that the SW Business Sponsor is satisfied that the Rooms are being managed effectively by the HMRC Business Authorising Officers (BAOs).
Annual Review
In May each year the SW Team will issue an email to each SW Business Sponsor asking them to forward both the latest Data Usage Agreement(s) and SW Business Sponsor Certificates of Assurance for all their deployments within 30 days.
The SW Business Sponsor must return the agreements and certificates from their own email address. (Electronic equivalent to a wet signature).
The SW Team store the agreements, certificates and returned email on the SW Team database.
Locking the Shared Workspace Room
If the Data Usage Agreement and SW Business Sponsor Certificate of Assurance are not returned after 30 days the SW Team will lock the corresponding Rooms until the outstanding documents are submitted. If the certificates remain outstanding for 6 months the Room(s) will be permanently deleted.
