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NDA Information Asset Register

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Rev 1 Date April 2015

NDA Information Asset Register (IAR) The NDA IAR is a table of information relating to the important datasets that the NDA is responsible for. These information assets are managed in line with Cabinet Office guidance to ensure that the data within them is appropriately protected. The IAR is updated on an annual basis. Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR

reviewed IAO

Procurement Tenders (Current) Current tender documentation

Updated as required on a daily basis

May contain aspects of personal data

Some documentation may be protectively marked

Annually 27/06/2014 Procurement Manager

Procurement Tenders (Completed)

Completed tender documentation

Closed. Apply retention in accordance with Policy.




Procurement Contracts (Live) Live Contract information





Procurement Contracts (Completed)

Completed contract documentation

Closed. Apply retention in accordance with Policy.




Procurement Purchase orders Live and closed copies of purchase orders





This document has uncontrolled status when printed of 32


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Department Asset name Description Asset status Personal data Sensitivity Creation Date IAR

reviewed IAO

Procurement Assessed Suppliers

Performance Assessments undertaken by NDA of suppliers.



None Annually 27/06/2014 Procurement Manager

Pensions Pensions Department Information

Information and files relating to the governance of estate wide pension schemes

Active Yes – it will include information on the pension arrangements and/or employment history of some named individuals

Protectively marked to Official Sensitive: Personal and Official Sensitive: Commercial

2006 03-Jul-14 Head of Group Pensions

Competition LLWR PBO Competition Information

Procurement, Contractual and Project Management Information associated with the Sellafield PBO Competition conducted 2006-2008

Asset closed. Competition completed April 2008

Yes – contains CVs for prospective PBO Directors

Protectively marked ranging from “Protect – Commercial” to “ Restricted” at time of creation but requires review if requested under FOI. Much data no longer sensitive.

Various between 2006 and 2008. See metadata embedded in documentation for actual creation dates.

IAR Created 2015

Competition Project Manager



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reviewed IAO

Competition Sellafield PBO Competition Information

Procurement, Contractual and Project Management Information associated with the LLWR PBO Competition conducted 2006-2008

Asset closed. Competition completed April 2008

Yes – contains CVs for prospective PBO Directors and enhancers.



IAR Created July 2014: Reviewed February 2015


Competition Dounreay PBO Competition Information

Procurement, Contractual and Project Management Information associated with the Dounreay PBO Competition conducted 2009-2012

Asset closed. Competition completed March 2012

Yes – contains names of individual PBO Directors







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reviewed IAO

Competition Magnox & RSRL PBO Competition Information

Procurement, Contractual and Project Management Information associated with the Magnox/RSRL PBO Competition conducted 2011-2014 plus the subsequent response to/preparations for legal challenge – currently ongoing

Asset active. Competition completed September 2014 but ongoing legal proceedings will require the information to be active until at least December 2015 when the trial takes place. The position should be reviewed at this time by the IAO and any retention plans amended accordingly.

Yes – contains names of individual PBO Directors







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reviewed IAO

Strategy Ex-BNFL epidemiology database.

Database supporting radiation epidemiology (cohort associated with ex-BNFL workforce). Research is carried out on pseudo-anonymised subsets.

Database being actively managed by Public Health England on behalf of NDA (Updates currently paused).

Yes Yes 1970s by BNFL, transferred to NDA in 2005

01/08/2014 Technical Decommissioning Manager

Strategy ex-BNFL radiobiology programme

Database supporting radiation radiobiology research including some physical samples of blood and its derivatives collected with full consent.

No new samples being collected. Research on information from samples currently being completed by Public Health England / University of Manchester.

Yes Yes 1980s-2010, transferred to NDA in 2005




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reviewed IAO

Strategy SHIELD database Database supporting radiation epidemiology (cohort associated with ex-UKAEA workforce). Research is carried out on pseudo-anonymised subsets.

Database being actively managed and updated by Nuvia Ltd / Public Health England on behalf of NDA.

Yes Yes 1970s by UKAEA, transferred to NDA in 2008


NDA Entities & Secretariat

Statutory Books Legal records for all NDA company ownership. Statutory books and records are documents kept by a company which detail important aspects of its operations and structure, for example, its current directors. Every UK company is required by law to have a set of statutory books and

Updated when there are changes

Yes Yes 01.04.2005 / some earlier e.g. ex-BNFL companies inherited by NDA

25.07.2014 Governance & Legal Manager



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records and to maintain them. Companies usually keep these official documents in a company register, where they can be ordered in a logical fashion.


Board Minutes Legal records of Board meetings for all NDA company ownership

Updated with new minutes each Board meeting

Yes Yes 01.04.2005 / some earlier e.g. ex-BNFL companies inherited by NDA

25.07.2014 Governance & Legal Manager


Governance Documents

Board Terms of Reference, Conflicts of Interest Policy, Register of Directors Interests, Delegated Powers for all NDA company ownership

Updated as there are changes

No Yes 01.04.2005 25.07.2014 Governance & Legal Manager

Financial Planning

Financial Planning QA Support Activities

Quality Assurance monitoring and auditing tools to support ARAC Compliance Statements

Active No OFFICIAL SENSITIVE 2013/14 January 2015

Head of Financial Planning



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reviewed IAO

Financial Planning

Modelling work in support of Asset maximisation programmes

Optimisation of asset life cycle for assets across the NDA estate

Active No OFFICIAL SENSITIVE: COMMERCIAL

2009/10 January 2015


Financial Planning

Modelling work in support of Business Planning Activities

Work in support of the Nuclear Estate Business Model

Closed No OFFICIAL SENSITIVE: COMMERCIAL

2011/12 January 2015


Financial Planning

Modelling work in support of Competition Activities

Supportive analysis for Competitions


2011/12 January 2015


Financial Planning

Modelling work in support of Strategy Development

Support in defining the NDA’s strategic direction


2010/11 January 2015


Financial Planning

Modelling work in support of Subsidiary Business Planning

Supportive analytics to subsidiary companies


2013/14 January 2015


Business Planning

Corporate Plan final versions

Annually produced Corporate Plan document

Updated annually

None Official, Sensitive As required 27/08/2014 Head of Business Planning



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reviewed IAO

Business Planning

Corporate Plan final financial spreadsheet

Financial data supporting Corporate Plan

Updated annually

None Official, Sensitive As required 27/08/2014 Head of Business Planning

Property Services

Deeds Legal property records for all land ownership. Historical documents relating to land transactions held in deed packets and electronically


Yes No 01.04.2005 22.07.14 Head of Property Services

Property Services

Property Management Database

Records of leases, licences, valuations, finance



Property Services

e-PIMS Government database holding details of the entire land and property assets of the civil estate including DECC

Updated as there are changes.


Property Services

Ordnance Survey Licence

NDA’s licence to publish mapping data which shows land ownership in map form.

Licence period rounds to 2015.

No No 1.04. 2005 22.07.14 Head of Property Services



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reviewed IAO

Property Services

Facilities Management Contract

FM legal contract NEC and management data to support the NDA facilities operations

Contract award 01.01.2012

Yes Yes 01.04.2005 22.07.14 Head of Property Services

Property Services

Project Management

Project reports for monitoring property development

Reviewed monthly when projects are ongoing

Yes Yes dependent upon nature of project

Inception of project

22.07.14 Head of Property Services

Contracts (Magnox)

Magnox formal correspondence log and associated Livelink filing system

The formal correspondence system consist of two excel spreadsheets which record the incoming and outgoing correspondence for the SLC. There are links from the logs to the actual formal correspondence which is held in Live Link by SLC.

The log is actively managed by the team administrators in the Warrington office and is used on a daily basis.

Data of a personal nature is not a common feature of formal correspondence – indeed we have had redaction to avoid personal data in the past [redacted director’s salary details for example].

The Asset is not commercially protected but individual items may be Commercial Sensitive for example.

The logs were originally created in 2005 when the M&O contracts were put in place.

25th June 2014

Lead Contract Manager



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reviewed IAO

Contracts (RSLR)

RSRL formal correspondence log and associated Livelink filing system


The log is actively managed by the team administrators in the Warrington office and is used on a daily basis.




25th June 2014




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reviewed IAO

Contracts (LLWR)

LLWR formal correspondence log and associated Livelink filing system


The log is actively managed by the team administrators in the xx office and is used on a daily basis.




25th June 2014


Contracts (DSRL)

DSRL formal correspondence log and associated Livelink filing system

The formal correspondence system consist of two excel spreadsheets which record the incoming and outgoing correspondence for the SLC. There are links from the logs

The log is actively managed by the team administrators in the Dounreay Site office and is used on a daily basis.

Data of a personal nature is not a common feature of formal correspondence – indeed we have had redaction to avoid personal



25th June 2014




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to the actual formal correspondence which is held in Live Link by SLC.

data in the past [redacted director’s salary details for example].

Internal Audit

NDA Internal Audit Plan

The Internal Audit plan compiled on an annual basis to cover key risks/vulnerabilities/ compliance activities

Updated during applicable year with potential amendments driven by changing risk profile of the NDA/emerging issues. Closed when final reports are issued to cover full workscope.

No No From 2005 onwards

05.09.2014 Head of Group Internal Audit



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reviewed IAO

Internal Audit

Assurance Map The NDA Assurance Map which details key activities/tasks, any associated assurance activities (using the 3 lines of defence model) and the residual risk to delivering the task

Upgraded on a regular basis (1/2 yearly). Links to delivery of strategic objectives therefore no defined closure point but subject to version control

No No From 2013 onwards


Internal Audit

Internal Audit support contract (Budget and Payments)

Details the nature and cost of work undertaken to support the core NDA Internal Audit function

Recorded on an annual basis and updated monthly. Annual file closed following final payments

No From 2005 onwards


Internal Audit

Internal Audit support contract (performance monitoring)

Details the performance of individuals working for the support contractor in delivering contracted

Updated on a regular basis (1/4 or ½ yearly)

Yes Yes From 2005 onwards




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workscope

Internal Audit

NDA Internal Audit individual fieldwork files and draft reports

Extensive audit files covering the audit work scope, frequently containing details of a personal or confidential nature that leads to the preparation of a draft report detailing audit findings

Regularly updated. Fieldwork file only closed when a final Internal Audit report is issued



Internal Audit

Subsidiary Internal Audit individual fieldwork files and draft reports

As above Regularly updated. Fieldwork file only closed when a final Internal Audit report is issued





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reviewed IAO

Internal Audit

Anti-Fraud, Bribery, corruption, Whistleblowing and Complaints investigations –Incident Log

Annual Log of ‘concerns’ reported via one of several channels. Contains details of date reported, nature of concern, name of person raising concern, categorisation and nature of potential investigation

Regularly updated. Annual log only closed when the last recorded investigation is complete



Internal Audit

Anti-Fraud, Bribery, corruption, Whistleblowing and Complaints investigations –Investigation files

Extensive files covering the scope of the individual investigation, frequently containing details of a personal or confidential nature that leads to the preparation of a report detailing investigation outcome/findings

Regularly updated. Fieldwork file only closed when a final information report is issued





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reviewed IAO

Internal Audit

Anti-Fraud, Bribery, corruption, Whistleblowing and Complaints investigations –Reports/Response

Detailed report covering the outputs and findings from individual investigations. These reports are classed as highly confidential with a limited distribution

Updated not necessary. Final report is logged as complete by issue date



Legal NDA Contract Register

Electronic catalogue of all of the NDA’s contracts and deeds with details of how to access these.

Live No Yes – protectively marked info, some of which is classified as O-S.

From 2005 to date

03.07.14 Head of Legal

Legal NDA Contracts Store

Physical storage of NDA contracts and deeds. Currently housed in the Strong room

Boxed and indexed – should be cross-reference with the Contract Register

No Yes – protectively marked info, some of which is classified as O-S.

From 2005 to date




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reviewed IAO

Legal Livelink: Legal Files

Correspondence and documents relating to legal advice provided and received by NDA Legal Department on NDA and subsidiary matters

Some live some closed. Files moved to ‘closed’ status when matters completed.

Yes (HR and complaints)

Yes – protectively marked info and personal info, therefore O-S classification applies.

From 2004 to date


Strategy UK Radioactive Waste Inventory – MS Access Database

MS Access Database. Database containing all of the UK radioactive waste inventory data used for generating UK national reports. Required in order to meet UK international reporting obligations.

Fully updated every three years

None Not protectively marked Last creation 19.02.14.

19.02.14 National Waste Inventory Manager



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reviewed IAO

Strategy UK Radioactive Waste Inventory Reports

Suite of reports produced for the UK’s radioactive waste inventory. Required to enable the UK to meet international reporting obligations. Word & PDF versions.




Strategy UK Radioactive Waste Inventory Gold Disk Spreadsheets

Suite of spreadsheets produced for the UK’s radioactive waste inventory. Required to enable the UK to meet international reporting obligations. Excel spreadsheets.






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reviewed IAO

Strategy UK Radioactive Waste Inventory Waste Stream Data Sheets

Data sheets containing information about each individual waste stream in the UK radioactive waste inventory. Excel & PDF versions.




Strategy UK Radioactive Waste Inventory website

Website containing all 20information about the UK radioactive waste inventory.

Fully updated every three years. Interim minor content updates to ensure content up to date.

None Not protectively marked 24.06.14 Ongoing National Waste Inventory Manager



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reviewed IAO

CEO Informal correspondence log

Separate excel spreadsheet for the Chairman and the CEO for incoming and outgoing correspondence. Letters received logged on post book, scanned and saved as pdf documents and allocated for action where appropriate

This log is managed by the PA to Chairman and the CEO. These logs are of great importance to the CEO office. They are the main are where activity is recorded and actioned

Could contain personal data

Could contain sensitive information

The logs were created in 2005 by the PA in post at that time

12.02.2015 Board & Executive Secretary

CEO Scanned mail Letters to Chairman and CEO scanned/ saved into LL in the appropriate month.

This log is managed by the PA to Chairman and the CEO.

Could contain personal data

Could contain sensitive information

The logs were created in 2005 by the PA in post at that time


CEO Board & Executive Decision logs

Documents decisions made by Board and Executive team

Managed by Board and Exec secretary plus the Executive Directors and their PAs

No personal data

Some sensitive information

From 2005 onwards




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reviewed IAO

CEO Action tracker Purpose built area on the NDA system

Managed by Board and Exec Secretary. Support staff within the CEO team

Some sensitive information


CEO NDA Board Papers, minutes etc.

Managed by the Board Secretary

Sensitive information 2005 onwards 12.02.2015 Board & Executive Secretary

CEO Audit Committee Papers, minutes etc.



CEO Remuneration Committee

Papers, minutes etc.



CEO Executive Committee

Papers, minutes etc.



CEO ETM Governance meetings minutes

Formal minutes from ETM committee

Updated following ETM Governance meetings

None Official, Sensitive As required 27/08/2014 Board & Executive Secretary

CEO ETM Governance meetings action lists

Formal action lists from ETM committee

Updated following ETM Governance meetings




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reviewed IAO

CEO ETM Strategy and Planning meeting notes

Formal minutes from ETM committee

Updated following ETM Strategy and Planning meetings


Strategy NDA Strategy Management System Records (Generic high level asset description)

NDA Strategy, context and Theme underpinning

Currently in use

No Personal data

Official & Official sensitive

26.08.2014 2014 Head of Strategy Development

Strategy Site Restoration 1. Decommissioning 2. Land Quality Management 3. Site End States

Gated papers for topics, key underpinning documentation and evidence of governance

Currently in use

No Personal data

Official 26.08.2014 2014 Head of Strategy Development

Strategy Spent Fuels 1. Spent Magnox Fuel 2. Spent Oxide Fuel 3. Spent Exotic Fuel


Currently in use

No Personal data

Official Sensitive 26.08.2014 2014 Head of Strategy Development



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reviewed IAO

Strategy Nuclear Materials 1. Plutonium 2. Uranic


Currently in use

No Personal data

Official Sensitive 26.08.2014 2014 Head of Strategy Development

Strategy Integrated Waste Management 1. Higher Activity Waste 2. Lower Activity Waste 3. Non-Radioactive and Hazardous Wastes


Currently in use

No Personal data


Strategy Business Optimisation 1. Revenue Optimisation 2. Land and Property Management


Currently in use

No Personal data




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reviewed IAO

Strategy Critical Enablers 1. HSSSEQ 2. Research & Development 3. People 4. Asset Management 5. Contracting and Incentivisation 6. Competition 7. Supply Chain Development 8. Information & Knowledge Management 9. Socio Economics 10. Public & Stakeholder Engagement 11. Transport & Logistics 12. Funding 13. International Relations


Currently in use

No Personal data




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reviewed IAO

Strategy Non NDA Liabilities


Currently in use

No Personal data


Financial Operations

NDA Group Financial Accounting Records (Generic high level asset description)

NDA Group Financial ledgers, with associated supporting documentation

Currently in use

Some personal data is present (e.g. employee expenses, and necessary bank details within accounting system)

Official 2004 – asset created as NDA legal entity created

30.06. 2014

Head of Financial Operations


NDA General Ledger

Accounting ledgers of prime entry into the NDA accounts; Journals; supporting spreadsheet calculations

Currently in use

Personal data in sub-ledgers only

Official As parent 30.06. 2014




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reviewed IAO


NDA Purchase Ledger – Suppliers

Invoices received and processed; payment records; supplier bank account details

Currently in use

No personal data




NDA Purchase Ledger – Employee expenses

Expense claim forms and supporting detail; bank account details

Currently in use

Personal bank account details




NDA Sales Ledger Sales invoices raised and supporting documentation; payment received records

Currently in use

No personal data




NDA Taxation Records – Corporation Tax

Tax computation and supporting detail for Corporation Tax; supporting correspondence and agreements with HMRC

Currently in use

No personal data




NDA Taxation Records – VAT

Completed VAT returns (electronic) and supporting information

Currently in use

No personal data





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reviewed IAO


NDA Payroll records

Payroll data used to create accounting entries; details of any PAYE settlements with HMRC; P11D related information

Currently in use

Elements of personal data contained within PAYE records



Strategy Direct Research Portfolio – deliverables (reports)

Deliverables to NDA from R&D contractors e.g. reports, spreadsheets etc. (includes Direct Research Portfolio and Innovation projects)

Folder compiled and managed by Research Manager (currently vacant position)

No Yes – will have some reports that have previous categorisation of restricted.

From 2007 01.08.2014 Head of Technology Strategy

Insurance Insurance Claim Files

Personal Information relating to employees or contractors who are claiming against the NDA estate for an injury / disease.

No not actively updated

Yes. The data may contain NI number , DOB and Address

It is usually received from a third party with no marking but then sent to our insurers with a marking if contains sensitive data.

Various. Each claim will have a different start date (on Solicitors letter)

03.07.2014 Insurance Manager



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reviewed IAO

Contracts (Sellafield)

Sellafield Advance Agreement log and associated Livelink filing system

The Advance Agreement system consists of one excel spreadsheet with separate tabs to record the information for that relevant Financial year. There are links from the tracker to the actual information which is held in Live Link.

The log is actively managed by the relevant party (currently Contract Advisor) within the SLC Facing team, and is used on a regular basis.

Personal data is not held within this system

The Asset is not commercially protected but individual items may be Commercial Sensitive.

The tracker was created in 2007/8 when new contract was put in place, and NMP became PBA. This is one excel sheet with a separate tab for each financial year

10th August 2014


Contracts (Sellafield)

NDA generated Commercial reports

Various Commercial reports produced for NDA internal and/or Stakeholder use’

These are created periodically and on an adhoc basis, not actively utilised following this, but may be referred to in future

Personal data is not held within these

The Asset is not commercially protected but individual items may be Commercial Sensitive.

These have been produced since 2005 when the M&O contract was put in place

10th August 2014




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reviewed IAO

Human Resources

Training Plan Log of all the development needs for the organisation.

Live Yes OFFICIAL-SENSITIVE:PERSONAL

22/01/2015 22/01/2015 Head of HR Services

Human Resources

HR Services Log and tracking details of HR Services Activities.



Human Resources

Remuneration Documents related to the calculation and approval of salary and allowances



Human Resources

Performance, Competence and Talent

Tracking of Performance Appraisal Outcomes and Succession Planning



Human Resources

Personnel Files (electronic & paper)

HR related data for NDA staff members





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reviewed IAO

Human Resources

Resource Management

Documents to support and track the recruitment process and organisational design activities



Human Resources

Information requests

Details of internal and external information requests.

Archived Yes OFFICIAL-SENSITIVE:PERSONAL


Human Resources

Projects Supporting documents for HR projects



Human Resources

Support and Reference

Documents, instructions and templates to support the work of the HR department



Human Resources

Employee Engagement

Record of Employee and Accreditation survey activity.





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Records Table

Record Description Record Owner

Retention Time Record Format Electronic/Hardcopy

Record Location


Records & Information Advisor

Kept for 1 year once superseded

Electronic Livelink – Information Governance
