Scottish Public Pensions Agency (SPPA) inspections: FOI release

Information requested

1. What inspections activities does the Scottish Public Pensions Agency perform?
2. How many inspections (of each type if possible) were performed in 2019/20?
3. How many inspectors do you employ, and what was the annual cost of these inspectors in 2019/20?
4. Do you use third parties to perform these inspections? If so, who did you use, and what was the annual spend in 2019/20?
5. What information management system, if any, do you use to manage the inspections, and what was the annual spend on this in 2019/20

For avoidance of doubt, by ‘inspections’ I mean ‘activities that are carried out to ensure the inspected entity meets legislative requirements for their role or function or condition, delivers on their duty of care for individuals or the public and/or adheres to any rules set by government on use of government funds’.

Response

1. What inspections activities does the Scottish Public Pensions Agency perform?

• Data Protection Compliance

• Information Assurance Review

• Security Pass (access lists)

• CCTV Review (positioning/policy etc)

• SG Internal Audit: SPPA Data Quality and Records Management

• Records Management Plan

• Onsite Infrastructure IT Health Check

• Health and Safety Inspections

• Fire Safety Inspections

• Preventative Maintenance and servicing checks

2. How many inspections (of each type if possible) were performed in 2019/20?

Type of Inspection		Number of Inspections
Data Protection Compliance	Staff Training (monthly)	12
	Personal Information Requests (monthly)	12
	Clear Desk inspection (quarterly)	4
	Compliance Review(annual)	1
	Information Assurance Review	1
Security Pass (access lists)		1
CCTV Review		1
SG Internal Audit: SPPA Data Quality and Records Management		1
Keeper of the Records Office: Voluntary review of Records Management Plan		1
Onsite Infrastructure IT Health Check		1
Health and Safety Inspections		Continuous
Fire Safety Inspections		Continuous
Preventative Maintenance and servicing checks		Continuous

3. How many inspectors do you employ, and what was the annual cost of these inspectors in 2019/20?

Type of Inspection	Inspector	Number of Inspectors	Annual Cost
Data Protection Compliance	SPPA Head of Security	1	B3 Salary Grade*
Security Pass (access lists)	SPPA Head of Security	1	B3 Salary Grade*
CCTV Review	SPPA Head of Security	1	B3 Salary Grade*
Information Assurance Review	SPPA Head of Security	1	B3 Salary Grade*
SPPA Data Quality and Records Management	SG Internal Audit	2	no cost to SPPA
Records Management Plan Review	The Keeper’s Office (National Records of Scotland)	N/A	No cost to SPPA
Onsite Infrastructure IT Health Check	Intertek NTA	N/A	£3,365
Health and Safety Inspections	SPPA Colleagues	N/A	N/A
Fire Safety Inspections	SPPA Colleagues	N/A	N/A
Preventative Maintenance and servicing checks	Sodexo	N/A	£25,374.14

*The B3 Salary grade is between £38,541 and £46,599, the SPPA Head of Security also deals with
other areas so it’s not possible to give an exact annual spend.

4. Do you use third parties to perform these inspections? If so, who did you use, and what was the
annual spend in 2019/20?

SG Internal Audit, The Keeper of the Records Office, Intertek NTA and Sodexo are third parties. The
annual spend was £28,739.14.

5. What information management system, if any, do you use to manage the inspections, and what was the annual spend on this in 2019/20

We do not use an information management system.

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