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Departmental Databases

Answer

Ministry of Defence officials are currently collating and validating the data needed to answer these questions. I will write to the hon. Member before the summer recess. Substantive answer from Kevan Jones to Jenny Willott:"I undertook to write to you in response to your Parliamentary Questions on 14 July, (Official Report, column 270W) and 21 July (Official Report, column 1197W) on existing and planned MOD databases which contain personal information on members of the public.""The following table provides details of the main MOD databases which hold personal information on members of the public. In some of these databases the majority of information held will relate to members of the Services or MOD civilian personnel however we have included them as there may also be information relating to the public e.g. an unsuccessful applicant for a vacancy."

Name and purpose of database	Categories of personal information held on members of the public	Year in which database became operational(and year from which specific categories of information were collected - if different)
Joint Personnel Administration	The following information is held as Emergency Contact information:	April 2006 for RAF personnel, November 2006 for Royal Navy personnel, The data was extracted from each service's legacy system which had in turn developed paper files from the 1960s onwards.
Military Personnel HR	Title, First name, Middle name, Surname Post-nominal, Email address, Relationship, Relationship start date Whether Emergency Contact, is legal Next of Kin, Whether Primary Contact, Main postal address, Contact telephone, number(s) (home, work, mobile etc)
Warrantor 2	Information provided by vetting subjects¹ as part of the Security Questionnaire:	2001
Warrantor is the Defence Vetting Agency's (DVA) vetting database, it is used to process and store the results of security vetting applications received.	Name, Address, Date of birth Current occupation, Previous occupations and addresses, Financial information, Details of family members etc - Credit reference check, criminal record check, medical information and Security Service check as required for the level of vetting application
Defence Vetting Agency E-form	As Warrantor 2 – The database stores Security Questionnaire information electronically for a limited number of Security Check/Counter Terrorist Check National Security Vetting applications	2008
Defence Vetting Agency Warrantor 2 Support Services Database	Names and addresses of Referees and Subjects	2004
Queries Warrantor to list names and addresses of Referees and Subjects to produce address labels for sending out Vetting Information leaflets and covering letters
Defence Vetting Agency	Names and dates of birth of vetting subjects	2002
File Tracker
Keeps a record of all paper files held by the DVA
Defence Vetting Agency Feedback database	Names, addresses, contact details	2006
Holds records of all formal complaints, correspondence and feedback received by the DVA.
Defence Vetting Agency VMA database	Name, contact details, Doctor's Information, Medical details	2004
Keeps a record of cases that have been referred to the Vetting Medical Adviser and the outcome
Defence Vetting Agency EA(D)S Criminal records Bureau databases (3)	Information provided by the vetting subject as part of the Application Form: name, date of birth, details of position for which Disclosure is being requested, Address of initiating Unit. Disclosure level, stage dates and invoice details, result indicator and employment decision	2002
Holds details about the progress of disclosure records for CRB applications.
DAS LOW FLYING	Name, Address, telephone number, mobile number e-mail address	1995
Details of complaints concerning Low Flying activity in the UK
LoCMIS- Low flying Complaints Management Information System	Name, Address, telephone number, mobile number, e-mail address	Database created – 2003 Information stored from 2005
Details of complaints concerning Low Flying activity in the UK
RAF Police Taskings and Breach Database	Name, Address, telephone number, mobile number, e-mail address	1995
Details of complaints that have been referred to the Defence Flying Complaints Investigation Team
Unified Force Information (UNIFI)
UNIFI is the MDPGA (MOD Police and Guarding Agency) crime recording and intelligence database.	Names, addresses etc and intelligence	November 2007
MDPGA (Ministry of Defence Police and Guarding Agency) Command and Control	Names and addresses of members of public.	May 2004
A system to record police incidents and police action
MDPGA (Ministry of Defence Police and Guarding Agency) HOLMES 2 (Home Office Large Major Enquiry System)	The following information is recorded or. victims of crime and witnesses: First Names, Maiden Name, Alias/Nicknames, Occupation, Employer, Title, Date of Birth, Place of Birth, Gender, Ethnicity, Description, Nationality, Height, Source of Information i.e., from statement form	November 2000
Centurion	Names and addresses of complainants and witnesses.	January 1991
Centurion processes information relating to the misconduct of police officers and complaints from members of the public
E-Visitor Pro X	Names, addresses of visitors to (MDPGA) Wethersfield	May 2004
Management of administration and production of visitor day passes to Ministry of Defence Police and Guarding Agency site.
Computerised Admin	Names, addresses etc of potential MDP recruits.	April 2006
System for Assessment of Police Recruits (CASA).
Access to Information Toolkit (AIT)	First and surname, profession, address (email and postal), phone and fax numbers, request details, whether vexatious or not, details of the handling of the request (when received, when sent etc). Copy of correspondence received and sent (therefore could include handwriting, signature). All fields are optional except name (though could be believable pseudonym) and either written or email contact address	January 2005
Tracking, logging and storing the final answers for all Freedom of Information requests received centrally by MOD
FOI Master Request List	Name of requestor, then full then full details of the request status	2005
Annual database of all FOI requests received. Drawn from AIT
SMS (Squadron Management System)	Addresses, Contact Details, Commendations/Awards, DEA Qualifications, Medical (Information on allergies or conditions that would affect Cadet activities or Camps and is accessible only by the OC Sqn and the staff assigned by the OC as per paper records). Promotions, Posting, Flying Logs, Shooting Logs	2006
Management and administration of Air Cadet Organisation (AGO) Squadrons and cadet activities
STS_Bader_BLJ	Name, contact Phone and e-mail	2006
Database supporting document collaboration system used to distribute Air Cadet Organisation publications and forms.
Westminster	Names, Ranks, DOB, Ethnicity Religion, Marital Status, Address, Contact Numbers, Next of Kin, Medical, Doctor, Schools, Dietary, Qualifications, Awards, Driving Licence, CRB, Course/Event Attendance, Remuneration	2007 (All Categories)
(Cadet Force Management for Sea Cadet Corps /Army Cadet Force /Combined Cadet Force)
Universe	Addresses, Contact Details, Promotions, Postings, Courses, Commendations/Awards, Bank Records, Remuneration Records, Travel Claims,	1986
Air Cadet Organisation Pay and Personnel System
PenServer	Contact details for nominees of death benefits. Contact and bank account details where widow/children's pensions are in payment due to death in service of member, plus dates of birth where children are under 18 and details for guardians where there are no surviving parents	2000
Details of married members of the PCSPS (Principal Civil Service Pension Scheme)
Human Resources Management System (HRMS)	Employees: Next of Kin contact details, Emergency contact details	2002 (staged creation of records, process completed by March 2004).
	Unsuccessful External Applicants for MOD	Although always possible to record details for external applicants, process not widely adopted until mid-2005.
	Vacancies: Contact details, National Insurance Number*, Date of Birth*, Ethnic Group*, National Identity*, Disability*, Gender*, Sexual Orientation*, Personal Accomplishments (qualifications, licences, memberships etc) and contact details for referees/former employers (* Where provided)
Civilian Harmonised Integrated Pay System (CHIPS)	Dates of birth for dependent children in cases where certain allowances have been claimed by staff working overseas.	2007
Subject Access Requests and Information Database (SID)	Contact details for individuals who have sought information from People, Pay and Pensions Agency under the Freedom of Information Act or Data Protection Act.	2009
Central Health Records Library - Cqube	Name, Date of Birth	1996
Index of medical records that were microfilmed or scanned
NIGEL	Limited and authorised contact details as supplied by journalists and charities are retained on NIGEL for use in distributing press releases, identifying contacts for business purposes.	2007
Press database
ICARAS	Name, Address, DOB, National Insurance number	2005
On-line Recruiting Database
TRHJ	Name, Address, DOB, National Insurance number, NOK, Bank Details	2007
Recruiting Database operating within MOD network
ORMISII Officer Selection Database	Name, Address, DOB, National Insurance number	2004
TAFMIS-T Training Database	Name, Address, DOB, National Insurance number, Course Information	1996
Parliamentary Toolkit:	Name Address Summary of the issue	2003
1. For recording and processing correspondence from MPs written on behalf of constituents
2. For recording and processing letters from the public addressed to Ministers.
¹ Vetting Subjects are those for whom National Security Vetting inquiries have taken place. These are primarily MOD and other public service civilians, members of the armed forces and workers in the Defence industry. Further information is available at www.dva.mod.uk

"There are likely to be additional smaller databases which contain personal information on members of the public, for example it is common practice for Military units to maintain lists of appropriate members of their local community to whom they will extend invitations to social and other occasions. Details of these and other equivalent databases are not held centrally and could only be provided at disproportionate cost." "There are also a small number of databases whose details are being withheld for the purposes of safeguarding national security or whose disclosure would prejudice the prevention or detection of crime." "All information is collected and retained in accordance with the Data Protection Act. The following table provides details of known future MOD databases, subject to the same exemptions as above, which will hold personal information on members of the public."

Name and purpose of database	Categories of personal information that will be held on members of the public	Year database expected to become operational	Estimated number of records that will be held
Cerberus	All information currently held by Warrantor, E-form pilot, feedback database and VMA database.	2010	When the Cerberus database is complete and functional, it will hold approximately two million records. This represents all cases where the Defence Vetting Agency has received applications for National Security Vetting inquiries since its establishment in 2000, as well as historical records transferred from the Service Vetting Units that preceded the DVA.
Will replace Warrantor as the Defence Vetting Agency main database to process and store the results of security vetting applications received
			390,000 records
File Trail	Names and dates of birth of vetting subjects	2009-10	Approximately
Replacement for DVA File tracker

"These new databases becoming operational over the next five years are primarily upgrades and replacements for existing systems and do not substantially change the nature or volume of MOD's data holdings."

Secondary information

Type

Written question

Reference

286495; 497 c954-61W

Session

2008-09

Related items

Departmental Databases
Tuesday, 14 July 2009
Written questions
House of Commons

Notes

Question originally printed on 14/07/2009 at 496 c270W.

Subjects

Databases Ministry of Defence

Link

View this Written question on www.publications.parliament.uk