Information asset register entry
- Version
- v1
- Updated
- 7 October 2026
- Reviewed
- 7 October 2026
- Audience
- Primary and secondary schools in England, including maintained schools and academies, excluding independent schools.
- Jurisdiction
- england
Blank fields · read-only preview
Information asset register
Use one entry for each system, service, paper-file collection or other information asset that contains personal information. Record the actual location, storage method, ownership and search details for the asset.
Asset identification
Information asset name
RequiredUse the name by which the asset is known within the school.
For example, pupil information management system
Description of the information asset
RequiredBriefly describe what the asset is and what personal information it contains.
Describe the asset and the records it contains
Type of information asset
RequiredSelect every type that applies to this entry.
Choose all that apply
- School system or database
- External or cloud service
- Shared drive or network location
- Individual device or local storage
- Paper files
- Email or messaging records
- Removable media
- Other information asset
- Other
If other, please specify
Asset status
RequiredSelect the current status of this information asset.
Choose one
- Active
- Archived
- Being retired
- Temporary
Location and storage
Location of the information asset
RequiredState where the asset can be found. Include the relevant site, department, room, cabinet, system environment, URL or folder path as appropriate. If the asset is not applicable to a particular location, explain that in the response.
Record the physical or electronic location
Storage method
RequiredDescribe how the personal information is stored, such as in a structured database, document library, email mailbox or paper filing system.
Describe the storage method
System, service or provider name
RequiredName the system, service, platform, supplier or internal arrangement used to store the information. Enter not applicable for a wholly paper-based asset.
Name the system, service or arrangement
Ownership and information held
Asset owner
RequiredName the person, role or team responsible for the information asset and its register entry.
Name the responsible person, role or team
Operational contact
RequiredProvide the person, role or team who can help locate or search records in this asset.
Name the contact or team
Categories of personal information
RequiredSelect every category of personal information held in this asset.
Choose all that apply
- Identity and contact details
- Pupil or student education records
- Staff or employment records
- Attendance, behaviour or safeguarding information
- Assessment or examination information
- Financial or payment information
- Special category information
- Criminal offence information
- Images, video or audio recordings
- Other personal information
- Other
If other, please specify
Groups of people whose information is held
RequiredSelect every group represented in the asset.
Choose all that apply
- Pupils or students
- Parents or carers
- Staff
- Governors or trustees
- Applicants
- Visitors
- Suppliers or contractors
- Other individuals
- Other
If other, please specify
Record location and search details
How records can be located or searched
RequiredDescribe the search method, including relevant names, identifiers, date ranges, folder structures, mailbox names, filing indexes or system fields.
Describe how a record search should be carried out
Access route for authorised searches
RequiredExplain how an authorised person can access the asset to locate records, including the relevant role, team, system area or physical filing location. Do not include passwords or other secrets.
Describe the authorised access route
Search limitations or exclusions
RequiredRecord any known limitations that may affect locating records, such as incomplete indexing, legacy formats, unavailable historic records or records held by another team. If none are known, enter none known.
Describe limitations or enter none known
Related information assets
RequiredList any other register entries that should be searched alongside this asset. Enter none if there are no related assets.
List related assets or enter none
Review and maintenance
Date this entry was last reviewed
RequiredEnter the date on which the information in this register entry was checked.
- Day
- Month
- Year
Planned next review date
RequiredEnter the planned date for checking whether this entry remains accurate.
- Day
- Month
- Year
The asset owner has checked that this entry reflects the current information landscape
RequiredSelect this only after checking the asset location, storage method, owner and search details.
- Tick when complete
Additional notes
Add any other information needed to understand or locate records in this asset.
Add any relevant notes