Data Scoping Record School Name Data Protection Officer Scoping Exercise Started Scoping Exercise Completed Section 1 : Contractors and SLA Providers Utilities & Facilities Notes : Category Name Contract Start Date Contract Review Date Data Statement Requested Data Statement Returned Data Statement Analysis Required Response / Action – Or Notes Good Some Issues Not At Standard Electricity Gas Telephone Internet Grounds Maintenance CCTV Communications Notes : Category Name Contract Start Date Contract Review Date Data Statement Requested Data Statement Returned Data Statement Analysis Required Response / Action – Or Notes Good Some Issues Not At Standard Website Host E-mail Provider
Text Messaging Service School Management & Curriculum Notes : Category Name Contract Start Date Contract Review Date Data Statement Requested Data Statement Returned Data Statement Analysis Required Response / Action – Or Notes Good Some Issues Not At Standard Information Management Systems Online Software Providers Personnel Finance (Creditors / Debtors)
Section 2 : Internal School Data Category Behaviour Records Any Contributors ? Year Group Relevancy How Long Is The Data Held For ? Headline Analysis : Practice Good Some Issues Not At Standard Format The Data Is Held In Who / How Is Deletion Approved ? Is Data Backed Up ? Is There A Data Statement In the Relevant Policy ? Risk Analysis None Some Concerns Serious Concerns Who Has Access to the Data ? Is There Any External Guidance Available ? Are Any Required Actions / Responses ? If So, What Are They ? Category SEN Records Any Other Contributors ? Year Group Relevancy How Long Is The Data Held For ? Headline Analysis : Practice Good Some Issues Not At Standard Format The Data Is Held In Who / How Is Deletion Approved ? Is Data Backed Up ? Is There A Data Statement In the Relevant Policy ? Risk Analysis None Some Concerns Serious Concerns
Who Has Access to the Data ? Is There Any External Guidance Available ? Are There Any Required Actions / Responses ? If So, What Are They ? Category Safeguarding Records Any Other Contributors ? Year Group Relevancy How Long Is The Data Held For ? Headline Analysis : Practice Good Some Issues Not At Standard Format The Data Is Held In Who / How Is Deletion Approved ? Is Data Backed Up ? Is A Data Statement In the Relevant Policy ? Risk Analysis None Some Concerns Serious Concerns Who Has Access to the Data ? Is There Any External Guidance Available ? Are There Any Required Actions / Responses ? If So, What Are They ?
Guidance Available ? Are There Any Required Actions / Responses ? If So, What Are They ? Category Staff Disciplinary Records Any Other Contributors ? Year Group Relevancy How Long Is The Data Held For ? Headline Analysis : Practice Good Some Issues Not At Standard Format The Data Is Held In Who / How Is Deletion Approved ? Is Data Backed Up ? Is There A Data Statement In the Relevant Policy ? Risk Analysis None Some Concerns Serious Concerns Who Has Access to the Data ? Is There Any External Guidance Available ? Are There Any Required Actions / Responses ? If So, What Are They ? Category Governors Meetings Minutes Any Other Contributors ? Year Group Relevancy How Long Is The Data Held For ? Headline Analysis : Practice Good Some Issues Not At Standard Format The Data Is Held In Who / How Is Deletion Approved ?
Is Data Backed Up ? Is There A Data Statement In the Relevant Policy ? Risk Analysis None Some Concerns Serious Concerns Who Has Access to the Data ? Is There Any External Guidance Available ? Are There Any Required Actions / Responses ? If So, What Are They ? Category Essential Information e.g. DOB, Address etc Any Contributors ? Year Relevancy How Long Is The Data Held For ? Headline Analysis : Practice Good Some Issues Not At Standard Format The Data Is Held In Who / How Is Deletion Approved ? Is Data Backed Up ? Is There A Data Statement In the Relevant Policy ? Risk Analysis None Some Concerns Serious Concerns Who Has Access to the Data ? Is Any External Guidance Available ? Are There Any Required Actions / Responses ? If So, What Are They ? Category Internal Assessment Data Any Other Contributors ? Headline Analysis : Practice
Year Group Relevancy How Long Is The Data Held For ? Good Some Issues Not At Standard Format The Data Is Held In Who / How Is Deletion Approved ? Is Data Backed Up ? Is There A Data Statement In the Relevant Policy ? Risk Analysis None Some Concerns Serious Concerns Who Has Access to the Data ? Is There Any External Guidance Available ? Are There Any Required Actions / Responses ? If So, What Are They ? Category Medical Records Any Other Contributors ? Year Group Relevancy How Long Is The Data Held For ? Headline Analysis : Practice Good Some Issues Not At Standard Format The Data Is Held In Who / How Is Deletion Approved ? Is Data Backed Up ? Is There A Data Statement In the Relevant Policy ? Risk Analysis None Some Concerns Serious Concerns Who Has Access to the Data ? Is There Any External Guidance Available ? Are There Any Required Actions / Responses ? If So, What Are They ?
Section 3 : External Data Submissions Record Category Name What Is Provided ? When Is It Provided ? How Is It Provided ? Is This Statutory Provision ? Data Analysis Required Response / Action – Or Notes Good Some Issues Not At Standard FS Assessments LA & DfE Results End of Reception Year Electronically Yes ✓ None KS1 Test Results LA & DfE Results End of Year 2 Electronically Yes ✓ None KS1 Phonics Results LA & DfE Results End of Year1 and 2 Electronically Yes ✓ None KS2 Test Results LA & DfE Results End of Year 6 Electronically Yes ✓ None Attendance Records LA & DfE Attendance Records Termly Return to DfE Electronically Yes ✓ None FSM Applications LA Applications and Supporting Documents Upon Application By Post Yes ✓ None SEN Records LA Applications for Additional Funding, Statements or Assessments As Required Varies – some in electronic form, some in form Some - Yes ✓ Review Method of Delivery to Recipients Enquire About Data Security at Recipients Social Care Referrals LA Referrals / CIN Concerns As Required Initially Telephone Referral, Yes ✓ Review Method of Delivery to Recipients