Property Data Standard for InSite

1. Introduction

This subject specific data standard sets expectations for the management of and required updates to InSite across Scottish public sector property and land data, following a successful transition from e-PIMS on 31 March 2025. This standard includes all mandatory elements set by the system and those deemed business critical by Scottish Government Property and Construction Division (PCD) for organisations subject to the Scottish Public Finance Manual (SPFM).

1.1 Purpose of this standard

Its aim is to improve data quality, accuracy and consistency and is essential in aligning with the vision and objectives of the Single Scottish Estate (SSE) programme. This standard will enable a common, consistent approach to recording property and land data and provide a baseline from which data should be maintained and can be measured going forward as well as providing key information for making decisions towards a sustainable and efficient estate.

1.2 Scope of this standard

This standard applies to all organisations subject to the SPFM. It provides a foundation for consistent and efficient use of property information across public bodies. Other public sector organisations might also find it useful for assessing their data.

1.3 Related standards

Where suitable this standard aligns with the overarching principles of the UK Gov Property Data Standard developed in line with InSite.

1.4 Data Standard Governance

The Data Standard is issued by Scottish Government Property and Construction Division for use with InSite.

Organisations subject to the SPFM are required to complete the data fields instructed as mandatory within the Mandatory Data Set. This is a high-level overview of the mandatory data field requirements of this standard set by PCD. Some data fields are a system wide mandatory requirement i.e., a record cannot be saved or completed without this information. Some fields are requirements of this standard set by PCD, but are not system wide mandatory data fields i.e., a record can be saved, but should not be, without this information.

Complete Data Definition Guidance can be found in Appendix 1. This contains all available data fields within InSite, of which not all are subject to this standard, but organisations may use and complete them if required and/or are useful to their specific estate needs and internal processes.

The Data Definition Guidance structure for the purposes of this standard are defined in the below sections under the following headings:

1.5 Data field – this is the business name given to the field within the system.

1.6 Definition – this is the description of the data field.

1.7 Field type – this is the type of data field and how it is required to be updated.

1.8 Frequency of update – the frequency with which data should be refreshed or reviewed. The guidance provided is the minimum frequency for each data field. For example, some data fields contain information that rarely changes so it is advisable they are reviewed once a year.

1.9 Rationale - the reasons and the uses behind the data captured in each field.

Data completeness will be reported on an ongoing basis to the Minister for Public Finance and through the Public Service Reform programme.