Property Data Standard for InSite
This standard sets mandatory requirements for managing property and land data in InSite, ensuring accuracy, consistency, and transparency. It supports collaboration and strategic planning through common data governance and validation for organisations subject to SPFM.
19. Appendix 1
Data Definition Guidance
Please contact propertyandconstruction@gov.scot for this table as a separate document in landscape view if preferred.
19.1 Property
Data Field in InSite: Reference – Property reference
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Reference – e-PIMS property reference
Will only be completed if a record was transferred from e-PIMS to InSite
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generate data field
Data Field in InSite: Reference - Organisation
Definition: Identifies the tenant or owning organisation with which the property is associated
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify responsible organisation
Data Field in InSite: Reference - UPRN
Definition: The Unique Property Reference Number (UPRN)
Field Type: Free text, alpha/numerical
Geospatial data fields are system generated when a new record is added
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: To identify properties by their geographical location for transparency
Data Field in InSite: Information - Usage
Definition: Defines the primary use of the physical property
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To know how properties are being used
Data Field in InSite: Information – Ancient Monument
Definition: Determined in accordance with The Ancient Monuments Protection Act 1882 which provides such protections
Field Type: Check box
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: For monitoring and reporting of the estate on the heritage status of the property which may affect disposal or future use
Data Field in InSite: Information – Area of special scientific interest
Definition: An indication that all or part of the land is of Special Scientific Interest; a conservation designation denoting a protected area in the UK
Field Type: Check box
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To enable collective use of the estate, taking into account protections applied to parts of the government estate that may affect disposal or future use
Data Field in InSite: Location – Primary property name
Definition: The name of the property that can be used without reference to another part of the address
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify the property by geographical location and should be the name the property commonly goes by
Data Field in InSite: Location – Primary property number
Definition: The number / reference of the property that can be used to identify the property without using another part of the property name or address. Any in-house referencing or numbering system should be applied
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To identify the property using a reference linked to any in-house systems or databases for cohesiveness
Data Field in InSite: Location – Street name
Definition: The street which provides access to the property
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: To identify property by their geographical location
Data Field in InSite: Location - Town
Definition: Region the property town or city is located in
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: To identify properties by their geographical location
Data Field in InSite: Location - Postcode
Definition: UK Royal Mail full postcode, for any non-UK estate use equivalent
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: To identify properties by their geographical location
Data Field in InSite: Location - Region
Definition: Refers to devolved nation in this instance e.g. Scotland
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: To identify properties by their geographical location
Data Field in InSite: Location – Local authority
Definition: The Local Authority in which the property is located
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: To identify properties by their geographical location
Data Field in InSite: Location - Country
Definition: The county where the property is located (United Kingdom should be used)
Field Type: Free text, alpha numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: To identify properties by their geographical location
Data Field in InSite: Size – Floor area, in square metres
Definition: Total floor area of the property (sq m based on the measuring standard (indicated by the ‘Floor Area Measurement Type’ below).
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To record the size
Data Field in InSite: Size – Floor area measurement type
Definition: The measuring standard that has been used to measure the floor area. In the UK, all new surveys will follow IPMS standards. Recording to the old standards, generally Com6 (Net Internal Area, Gross Internal Area, Gross Floor Area) is permitted however it is recommended to move to IPMS standard as soon as practical. If the area has been measured using any other Measurement Types, these should also be named and recorded.
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To identify the standard used for measurement and to enable standardisation of measurement for the UK estate.
Data Field in InSite: Geospatial - OS Easting
Geospatial data fields are system generated when a new record is added
Definition: Spatial (longitude or easting) coordinate appropriate to the Coordinate Reference System (CRS)
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: It is important for the function to identify properties by their geographical location for transparency
Data Field in InSite: Geospatial - OS Northing
Definition: Spatial (latitude or northing) coordinate appropriate to the Coordinate Reference System (CRS)
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: It is important for the function to identify properties by their geographical location for transparency
Data Field in InSite: Geospatial - Latitude
Definition: Spatial (latitude or northing) coordinate appropriate to the Coordinate Reference System (CRS)
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: It is important for the function to identify properties by their geographical location for transparency
Data Field in InSite: Geospatial – Longitude
Definition: Spatial (longitude or easting) coordinate appropriate to the Coordinate Reference System (CRS)
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: It is important for the function to identify properties by their geographical location for transparency
Data Field in InSite: Geospatial – CRS (Coordinate Reference System)
Definition: Coordinate Reference System used for property coordinates
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: Annual validation
Rationale: It is important for the function to identify properties by their geographical location for transparency
Data Field in InSite: Status - Security Classification
Definition: Official-Sensitive: Controlled access to information to ensure more secure / commercially sensitive information. It is only available at the appropriate access level set by an organisation. Official: Information fields generally deemed suitable for sharing purposes within Government. Non-Sensitive: Information fields generally deemed suitable for sharing more widely.
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To protect sensitive information proportionately and to release non sensitive information
Data Field in InSite: Status - Record status
Definition: The current status of the property record
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: On change i.e. when a record is no longer Active
Rationale: To highlight and identify current or disposed assets within the estate
19.2 Buildings
Data Field in InSite: Reference - Building reference
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Reference - e-PIMS building reference
Will only be completed if a record was transferred from e-PIMS to InSite
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Reference - Organisation
Definition: N/A system generated data field
Linked at all levels when record is first added
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Reference - Building name
Definition: The property name that is used alongside and in reference to a primary name or number.
Field Type: Free text, alpha/ numerical
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify properties by their geographical location.
Data Field in InSite: Information – Usage
Definition: Defines the primary use of the physical property
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To know how properties are being used
Data Field in InSite: Information - Listed building
Definition: The protection applied to a building in accordance with: Scotland: Planning (Listed Buildings and Conservation Areas) (Scotland) Act 1997 of Buildings of Special Architectural or Historical Interest. A listed building may not be demolished, extended or altered without special permission from the local planning authority).
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To enable collective use of the estate, taking into account protections applied to parts of the government estate. Further information that may affect disposal or future use.
Data Field in InSite: Information - Construction date
Definition: Approximate date of construction (year)
Field Type: Date - dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: For identifying the age and ensuring safety of the government estate
Data Field in InSite: Information - Building condition
Definition: Select from: A – Good: Operating efficiently as intended, elements sufficiently maintained (to date). B – Satisfactory: Operationally safe, minor deterioration to some elements that require attention. C – Unsatisfactory: Elements showing major defects that require attention to prevent a risk of reduced operational life. D – Poor: Requires urgent attention, elements carrying a risk of imminent breakdown and a loss of business services if action not taken to address.
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To monitor and report in a standardised way the condition of the estate including any inherent safety risks, in order to inform operational and investment decisions
Data Field in InSite: Information - Building condition assessment date
Definition: Date on which last condition was assessed.
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To monitor and report in a standardised way the condition of the estate including any inherent safety risks, in order to inform operational and investment decisions
Data Field in InSite: Information - Reason for acquisition
Definition: To define the reason that the property was acquired
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: N/A
Rationale: To Monitor and report the reason for the property acquisition
Data Field in InSite: Size – Floor area, in square metres
Definition: Total floor area of the property (sq m based on the measuring standard (indicated by the ‘Floor Area Measurement Type’ below).
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To know the size of the property that is contained in the occupancy agreement.
Data Field in InSite: Size - Floor area measurement type
Definition: The measuring standard that has been used to measure the floor area. In the UK, all new surveys will follow IPMS standards. Recording to the old standards, generally Com6 (Net Internal Area, Gross Internal Area, Gross Floor Area) is permitted however it is recommended to move to IPMS standard as soon as practical. If the area has been measured using any other Measurement Types, these should also be named and recorded.
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To identify the standard used for measurement and to enable standardisation of measurement for the UK estate.
Data Field in InSite: Status - Security Classification
Definition: Official-Sensitive: Controlled access to information to ensure more secure / commercially sensitive information. It is only available at the appropriate access level set by an organisation. Official: Information fields generally deemed suitable for sharing purposes within Government. Non-Sensitive: Information fields generally deemed suitable for sharing more widely.
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To protect sensitive information proportionately and to release non sensitive information.
Data Field in InSite: Status - Record status
Definition: The current status of the building record
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: On change i.e. when a record is no longer Active
Rationale: To highlight and identify current or disposed buildings within the estate
19.3 DECS – Buildings, Associated Records (does not apply in Scotland)
Data Field in InSite: Reference - DEC certificate reference
Definition: The rating is awarded if the building also has an EPC Energy Performance Certificate. Display Energy Certificates (DECs) are designed to show the energy performance of public buildings. They use a scale that runs from ‘A’ to ‘G’ – ‘A’ being the most efficient and ‘G’ being the least. It will only appear on a building’s DEC if the building also has an Energy Performance Certificate (EPC). (UK only)
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Reference - DEC property reference
Definition: This is a DEC-specific property reference number from the Administrative Information section of the DEC certificate.
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Reference - DEC certificate issue date
Definition: Nomination Date from Administrative Information section of the DEC certificate.
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Information - DEC out of scope reason
Definition: Why the building is outside the requirements for mandatory DEC certificate..
Field Type: Drop Down
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Information - DEC building rating
Definition: The rating is awarded if the building also has an EPC Energy Performance Certificate. Display Energy Certificates (DECs) are designed to show the energy performance of public buildings. They use a scale that runs from ‘A’ to ‘G’ – ‘A’ being the most efficient and ‘G’ being the least. It will only appear on a building’s DEC if the building also has an Energy Performance Certificate (EPC). (UK only).
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
When a DEC record is added
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Information - DEC expiry date
Definition: This is the ‘Valid until’ date from the Administrative Information section of the DEC certificate
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Mandatory
When a DEC record is added
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Information - DEC operational rating
Definition: This is an operational rating based on the value assigned on the certificate using the range A+ to G
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
When a DEC record is added
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Information - DEC operational value
Definition: Actual numerical value that is provided in conjunction with the rating on the certificate
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
When a DEC record is added
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
19.4 EPC – Buildings, Associated Records
Data Field in InSite: Reference – EPC property reference
Definition: Property Reference number from the Administrative Information section of the EPC certificate
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Reference - EPC certificate reference
Definition: Unique Certificate Reference Number from the top right corner of the certificate
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Reference - EPC certificate issue date
Definition: Issue Date from Administrative Information section of the EPC certificate
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Information - EPC property rating
Definition: Operational rating based on the value assigned within the graph on Page 1 of the certificate. This, and the associated report, sets out the energy efficiency rating of a property and contains recommendations for ways in which the efficiency of the property could be improved. (UK only)
Field Type: Drop Down
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Information - EPC property rating value
Definition: Numerical value from the Energy Performance Rating contained in the graph on the certificate. The property rating of a building reflects energy performance as built rather than in operation
Field Type: Free text, alpha/numerical £
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Information - EPC expiry date
Definition: The ‘Valid Until’ date from the Administrative Information section of the EPC certificate
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Status - EPC out of scope reason
Definition: Why the building is outside the requirements for mandatory EPC certificate
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To monitor and report on the sustainability of the estate. To inform engagement on non sustainable properties
Data Field in InSite: Status – Record Status
Definition: The current status of the EPC rating record
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: On change
i.e. when a record is no longer Active
Rationale: To highlight and identify current or archived records
19.5 BREEAMs – Buildings, Associated Records
Data Field in InSite: Reference - BREEAM certificate ref no.
Definition: Certificate reference number for the BREEAM certificate
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
When a BREEAM record is added
Update Frequency: Annual validation
Rationale: To monitor and report the sustainability of the estate and enable improvement
Data Field in InSite: Information - BREEAM rating type
Definition: The BREEAM Rating grade awarded to a building
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
When a BREEAM record is added
Update Frequency: Annual validation
Rationale: To monitor and report the sustainability of the estate and enable improvement
19.6 Contracts (a contract refers to the contractual position e.g. for a property a contract would refer to ownership, and it can be freehold or leasehold)
Data Field in InSite: Reference - Contract reference
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Reference - e-PIMS contract reference
Will only be completed if a record was transferred from e-PIMS to InSite
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Reference – Organisation
Definition: Identifies the tenant or owning organisation with which the property is associated
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify responsible organisation for monitoring of the government estate
Data Field in InSite: Reference - Portfolio
Definition: Defines the primary use of the property to report on at portfolio level
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify and group how the estate is being utilised at a high level
Data Field in InSite: Reference - Contract name
Definition: Description of the space the contract is in relation to within the building
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To identify the spaces being utilised
Data Field in InSite: Information - Asset type
Definition: Building Only, Land Only, or Land and Buildings
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify the asset type of the contract in relation to the property
Data Field in InSite: Information - Tenure
Definition: Indicates the relationship between the Owner and the Occupier, generally Freehold or Leasehold. Also referred to as the occupancy agreement in this standard for leases to include all such similar tenure types to leases
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify the Ownership type
Data Field in InSite: Information - Acquisition date
Definition: Date on which the property became part of the estate
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: For identifying changes to the government estate and enabling decisions for further changes
Data Field in InSite: Information – Usage
Definition: Defines the primary use of the physical property
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Update Frequency: On Change
Rationale: To know how properties are being used
Data Field in InSite: Information – Land Usage
Definition: Defines the primary use of land
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Applicable only where Asset type is Land Only or Land and Buildings
Update Frequency: Annual validation
Rationale: To know how properties are being used
Data Field in InSite: Information - Asset value
Definition: Estimated value of the freehold (£) based on the Value Type defined.
Field Type: Free text, alpha / numerical (£)
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable efficient reporting of the estate value
Data Field in InSite: Information - Valuation type
Definition: The basis of valuation used for the figure supplied: Depreciation Replacement Cost (DRC), Existing Use Value (EUV), Market Value (MV), Other – UK Estate, Other – Non-UK estate. The basis indicated should be the valuation that has been used for accounting purposes
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable improvement of the efficiency and value of the freehold estate through reporting of its value
Data Field in InSite: Information - Valuation date
Definition: The date on which the current value was determined. This is the date on which the opinion of value applies, not the date of any subsequent report.
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable improvement of the efficiency and value of the freehold estate through reporting of its value
Data Field in InSite: Information - Physical Constraints
Definition: Physical constraints on site which may affect access, disposal or occupation.
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To identify limitations on parts of the estate
Data Field in InSite: Information - Capital Expenditure
Definition: Total capital expenditure including for any material improvements made that enhance capital value. Improvements may include building and extension or installation of services. Also include fit-out (including the interior renewal and upgrading of space to satisfy the specific functional requirements), extensions and refurbishment of existing floor space, and all other capital costs
Field Type: Free text, alpha/numerical (£)
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To enable improvement in the efficiency of the estate through monitoring and reporting of these costs
Data Field in InSite: Information - PFI end date
Definition: Expiry Date of the PFI contract
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Size - Floor area, in square metres
Definition: Total floor area of the Asset. (m2), based on measuring standard indicated by the Floor Area Measurement Type field
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On Change
Rationale: To record the size
Data Field in InSite: Size - Floor area measurement type
Definition: The measuring standard that has been used to measure the floor area. In the UK, all new surveys will follow IPMS standards. Recording to the old standards, generally Com6 (Net Internal Area, Gross Internal Area, Gross Floor Area) is permitted however it is recommended to move to IPMS standard as soon as practical. If the area has been measured using any other Measurement Types, these should also be named and recorded.
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Update Frequency: On Change
Rationale: To identify the standard used for measurement and to enable standardisation of measurement for the UK estate
Data Field in InSite: Disposal - Future disposal date
Definition: The date by which planned disposal of the Freehold is due to complete
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: On Change
Rationale: To monitor and report on disposals of surplus freeholds. To enable reduction of surplus estate thereby improving the efficiency of the estate
Data Field in InSite: Disposal - Future disposal value
Definition: Targeted value of the freehold disposal, as estimated by the property owners
Field Type: Free text, alpha/numerical (£)
Mandatory or optional (per system requirements): Optional
Update Frequency: On Change
Rationale: To monitor and report on disposals of surplus freeholds. To enable reduction of surplus estate thereby improving the efficiency of the estate
Data Field in InSite: Status - Security Classification
Definition: Official-Sensitive: Controlled access to information to ensure more secure / commercially sensitive information. It is only available at the appropriate access level set by an organisation. Official: Information fields generally deemed suitable for sharing purposes within Government. Non-Sensitive: Information fields generally deemed suitable for sharing more widely.
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To protect sensitive information proportionately and to release non sensitive information
Data Field in InSite: Status - Record status
Definition: The current status of the contract record
Field Type: Drop down
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: On change
i.e. from Active to Archive
Rationale: To highlight and identify current or archived contracts within the estate
19.7 Leases – Contracts, Associated Records
Data Field in InSite: Information - Annual rent
Definition: The total annual monetary amount paid by the tenant to the landlord, as defined within the terms of the lease or occupancy agreement
Field Type: Free text, alpha/numerical (£)
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On Change
Rationale: To understand key variable cost in an estate and capture total costs
Data Field in InSite: Information - Start date
Definition: This is the start date for the lease or occupancy agreement as stipulated in the agreement
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On Change
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Information – Expiry date
Definition: Expiry Date of the Lease or Occupancy Agreement (The date at which a tenancy comes to an end)
Field Type: Date, dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: On Change
Rationale: To identify lease renewal timelines
Data Field in InSite: Information – Landlord
Definition: Official name for the landlord (A landlord is anyone who rents out a property they own under a lease or a licence)
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On Change
Rationale: To identify ownership
Data Field in InSite: Information – Rent payment frequency
Definition: Frequency of payment specified in the lease or occupancy agreement
Field Type: Drop Down
Mandatory or optional (per system requirements): Optional
Update Frequency: On Change
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Information – Repair liability
Definition: Identifies the split in responsibility between tenant and landlord for repairs to the property.
Field Type: Drop Down
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Information - Licence type
Definition: Licences allow the licensee to use the premises for a specific purpose for a defined period of time.
Field Type: Drop Down
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Information - Post expiry agreement in place
Definition: Lease or occupancy agreement has expired but is being re-negotiated.
Field Type: Check box
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Lease breaks – Lease break in place
Definition: A date at which a break option can be exercised
Field Type: Check box
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On Change
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Lease breaks - Earliest break date
Definition: The earliest date at which a break option can be exercised, and the lease or occupancy agreement can be terminated before its contractual expiry date if certain criteria are met.
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Mandatory
Where Lease break in place is ‘yes’
Update Frequency: On Change
Rationale: To identify lease break opportunities
Data Field in InSite: Lease breaks - Actual break date
Definition: If the lease break or similar mechanism in an occupancy agreement has been triggered, this is the actual date that the tenant’s responsibilities for the property ends and the liability for remuneration ends.
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Mandatory
Where Lease break in place is ‘yes’
Update Frequency: On Change
Rationale: To identify lease renewal timelines
Data Field in InSite: Lease breaks - Last break date
Definition: The last date that the lease or occupancy agreement break can be triggered, as stipulated within the agreement, in advance of the contractual expiry date.
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Mandatory
Where Lease break in place is ‘yes’
Update Frequency: On Change
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Lease breaks - Break notice term
Definition: The period of notice (in months) required to trigger a lease break as stipulated within the lease agreement. A break notice is a formal notification that one party wishes to exercise its right to terminate the lease.
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
Where Lease break in place is ‘yes’
Update Frequency: On Change
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Lease breaks - Break penalty
Definition: Penalty that is payable in the event that a break in the lease or occupancy agreement is exercised.
Field Type: Free text, alpha/numerical £
Mandatory or optional (per system requirements): Mandatory
Where Lease break in place is ‘yes’
Update Frequency: On Change
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Lease reviews - Review date
Definition: This is the next date on which the terms of the lease or occupancy agreement may be reviewed, reflecting the notice period required to exercise any break
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Lease reviews - Rent review frequency
Definition: The frequency with which the payable rent may be reviewed by either party as defined in the lease of an occupancy agreement. Expressed usually in years
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements):
Update Frequency: On Change
Rationale: Within the government estate, this information enables the National Property Controls
Data Field in InSite: Status – Record status
Definition: The current status of the lease
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: On change
i.e. when a record is no longer Active
Rationale: To highlight and identify current or archived leases within the estate
19.8 Occupations – Contracts, Associated records (MOTOs, MOTUs, sublets)
Data Field in InSite: Reference - Organisation
Definition: Identifies the tenant or owning organisation with which the property is associated
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify responsible organisation
Data Field in InSite: Reference - Organisation name
Definition: Identifies the tenant or owning organisation with which the property is associated
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify responsible organisation
Data Field in InSite: Information - Agreement Type
Definition: Indicates the relationship between the Owner and the Occupier
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify the ownership
Data Field in InSite: Information - Usage
Definition: Defines the primary use of the space under occupation
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To know how space is being used
Data Field in InSite: Size - Floor area, in square metres
Definition: Total floor area of the occupied space (sq m based on the measuring standard (indicated by the ‘Floor Area Measurement Type’ below).
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To record the amount of space being occupied under the agreement
Data Field in InSite: Size - Floor area measurement type
Definition: The measuring standard that has been used to measure the floor area. In the UK, all new surveys will follow IPMS standards. Recording to the old standards, generally Com6 (Net Internal Area, Gross Internal Area, Gross Floor Area) is permitted however it is recommended to move to IPMS standard as soon as practical. If the area has been measured using any other Measurement Types, these should also be named and recorded.
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify the standard used for measurement and to enable standardisation of measurement for the UK estate
Data Field in InSite: Status - Security Classification
Definition: Official-Sensitive: Controlled access to information to ensure more secure / commercially sensitive information. It is only available at the appropriate access level set by an organisation. Official: Information fields generally deemed suitable for sharing purposes within Government. Non-Sensitive: Information fields generally deemed suitable for sharing more widely.
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To protect sensitive information proportionately and to release non sensitive information
Data Field in InSite: Status – Record Status
Definition: The current status of the occupation
Field Type: Drop down
Mandatory or optional (per system requirements): Mandatory
System generated when a new record is added
Update Frequency: On change i.e. when a record is no longer Active
Rationale: To highlight and identify current or archived occupations within the estate
19.9 Occupancy Facts – Contracts, Associated Records
Data Field in InSite: Information - Period
Definition: The Financial year for the information
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To identify the correct Financial year for the information
Data Field in InSite: Information - Soft FM costs
Definition: Annual cost of FM services relating to the usage of a building or property e.g. cleaning, catering (security costs should be captured separately)
Field Type: Free text, alpha/numerical £
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable improvement in the efficiency of the estate through monitoring and reporting on these costs
Data Field in InSite: Information – Hard FM costs
Definition: Annual cost of FM services relating to managing the physical aspects of a building e.g. building maintenance, heating
Field Type: Free text, alpha/numerical £
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable improvement in the efficiency of the estate through monitoring and reporting on these costs
Data Field in InSite: Information - Security Costs
Definition: Annual share of security cost for the property
Field Type: Free text, alpha/numerical £
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable improvement in the efficiency of the estate through monitoring and reporting on these costs
Data Field in InSite: Information - Other Costs
Definition: Any other annual costs, excluding rent, which contribute to the total running costs e.g. service charge, insurance
Field Type: Free text, alpha/numerical £
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable improvement in the efficiency of the estate through monitoring and reporting on these costs
Data Field in InSite: Information - Annual property running cost efficiency
Does not apply in Scotland
Definition: Total property running cost efficiency savings made in the financial year
Field Type: N/A
Mandatory or optional (per system requirements): N/A
Update Frequency: N/A
Rationale: For use in the State of the Estate report (SoftE). Does not apply in Scotland.
Data Field in InSite: Information - Unitary charge
Definition: The annual charge paid to the contractor by a organisation under a PFI contract. This should exclude capital expenditure. In general, unitary charge should exclude all separately charged extra services and annual periodic usage and service charges associated with infrastructure and hardware.
Field Type: Free text, alpha/numerical £
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable improvement in the efficiency of the estate through monitoring and reporting on these costs
Data Field in InSite: Information - Rates
Definition: The annual payment for Business Rates also known as Non-Domestic Rates in the UK or other annual payment to a local or regional authority
Field Type: Free text, alpha/numerical £
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To enable improvement in the efficiency of the estate through monitoring and reporting on these costs
19.10 Vacant Space – Contracts, Associated records
Data Field in InSite: Vacant Spaces Contracts, Associated records
Definition: Vacant Spaces Contracts, Associated records
Field Type: Vacant Spaces Contracts, Associated records
Mandatory or optional (per system requirements): Vacant Spaces Contracts, Associated records
Update Frequency: Vacant Spaces Contracts, Associated records
Rationale: Vacant Spaces Contracts, Associated records
Data Field in InSite: Information - Vacation date
Definition: This is the actual date when the space will be / was vacated
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To identify and minimise unused space
Data Field in InSite: Information - Vacant space available start date
Definition: The first available date that the space can be made available to any other organisation, if practical to do so.
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To enable organisations to offer a vacant space to be occupied by other public organisations who may require it
Data Field in InSite: Information - Vacant space status
Definition: This field identifies the status of the vacant space.
‘Under Offer’: Negotiations with a potential tenant are in progress but contracts have yet to be signed (the space could still be available for consideration by potential occupiers), ‘Available’: The space is available. ‘Underlet’: The space has now been sublet to a tenant. ‘Withdrawn’: No longer available
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To provide an update on the status of the vacant space available for other public organisations to use
Data Field in InSite: Information - Vacant space description
Definition: Information on the vacant space available that will be informative to potential users of vacant space
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To provide additional useful information on the vacant space
Data Field in InSite: Information - Vacant space availability end date
Definition: Date that the space is available until and must be vacated by this date
Field Type: Date – dd/mm/yyyy
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: Organisations need to know when a vacant space needs to be vacated.
Data Field in InSite: Information - Occupying organisation
Definition: Identifies the tenant or owning organisation with which the property is associated
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To identify responsible organisation
Data Field in InSite: Size - Floor area, in square metres
Definition: Total floor area of the property (sq m based on the measuring standard (indicated by the ‘Floor Area Measurement Type’ below).
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To record the size of vacant space available
Data Field in InSite: Size - Floor area measurement type
Definition: The measuring standard that has been used to measure the floor area. In the UK, all new surveys will follow IPMS standards. Recording to the old standards, generally Com6 (Net Internal Area, Gross Internal Area, Gross Floor Area) is permitted however it is recommended to move to IPMS standard as soon as practical. If the area has been measured using any other Measurement Types, these should also be named and recorded.
Field Type: Drop down
Mandatory or optional (per system requirements): Optional
Update Frequency: On Change
Rationale: To identify the standard used for measurement and to enable standardisation of measurement for the UK estate
Data Field in InSite: Contact – Name
Definition: The contact person in the organisation occupying the space
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To identify who the occupier is and their contact details. This is relevant when the space occupier and the organisation owning the property are different, such as when a vacant space within a property has been sublet
Data Field in InSite: Contact - Email
Definition: The contact email of the person in the organisation occupying the space
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To identify who the occupier is and their contact details. This is relevant when the space occupier and the organisation owning the property are different, such as when a vacant space within a property has been sublet
Data Field in InSite: Status - Security Classification
Definition: Official-Sensitive: Controlled access to information to ensure more secure / commercially sensitive information. It is only available at the appropriate access level set by an organisation. Official: Information fields generally deemed suitable for sharing purposes within Government. Non-Sensitive: Information fields generally deemed suitable for sharing more widely.
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To protect sensitive information proportionately and to release non sensitive information
19.11 Disposals – Contracts, Associated records (to dispose of Freehold records)
Data Field in InSite: Disposals Contracts, Associated records (to dispose of Freehold records)
Definition: Disposals Contracts, Associated records (to dispose of Freehold records)
Field Type: Disposals Contracts, Associated records (to dispose of Freehold records)
Mandatory or optional (per system requirements): Disposals Contracts, Associated records (to dispose of Freehold records)
Update Frequency: Disposals Contracts, Associated records (to dispose of Freehold records)
Rationale: Disposals Contracts, Associated records (to dispose of Freehold records)
Data Field in InSite: Size - Total surplus land area, in hectares
Definition: The actual area in hectares (Ha) that is surplus and available. Ideally, all land parcels have unique references, Land Area and Surplus Status.
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To record the size of area being disposed of
Data Field in InSite: Size - Total surplus floor area, in square metres
Definition: The actual area in hectares (Ha) that is surplus and available. Ideally, all land parcels have unique references, Land Area and Surplus Status.
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To monitor and report on disposals of surplus freeholds. To enable reduction of surplus estate thereby improving the efficiency of the estate
Data Field in InSite: Contact – Name
Definition: The name of primary contact in the organisation who is responsible for the property
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To monitor the responsible owner
Data Field in InSite: Contact - Email
Definition: Contact email for organisational contact person
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To monitor the responsible owner
Data Field in InSite: Contact - Telephone
Definition: To identify who the occupier is and their contact details. Relevant when the space occupier and the organisation owning the property are different e.g. when a vacant space within a property has been sublet.
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: On change
Rationale: To monitor the responsible owner
19.12 Land (to be recorded where Asset Type is Land only or Land and Buildings)
Data Field in InSite: Reference - Land reference
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Reference - e-PIMS land reference
Will only be completed if a record was transferred from e-PIMS to InSite
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Reference - Organisation
Definition: N/A system generated data field
Field Type: N/A system generated data field
Mandatory or optional (per system requirements): N/A system generated data field
Update Frequency: N/A system generated data field
Rationale: N/A system generated data field
Data Field in InSite: Information - Total land area, in hectares
Definition: The area in hectares (ha) of a portion of land variably described as a ‘land parcel’, ‘immovable property’ or ‘real estate’, etc. which becomes a ‘land record’ when it is linked, through recognised ownership, right or interest of people and legal entities in that land
Field Type: Numerical (Ha)
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To record the size
Data Field in InSite: Information - Usage
Definition: Defines the primary use of the physical property
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
Rationale: To know how properties are being used
Data Field in InSite: Information – Title number
Definition: If the property is registered, a unique Title Number that has been allocated by Registers of Scotland (ROS) in Scotland
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: Annual validation
Rationale: To support mapping with Land Registry records
Data Field in InSite: Information - Reason for acquisition
Definition: To define the reason that the land was acquired
Field Type: Free text, alpha/numerical
Mandatory or optional (per system requirements): Optional
Update Frequency: N/A
Rationale: To monitor and report the reason for land acquisition
Data Field in InSite: Information - Conservation area
Definition: An indication that all or part of the property is in a conversation area. In Scotland, it is the Planning (Listed Buildings and Conservation Areas) (Scotland) Act 1997
Field Type: Check Box
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To take into account protections applied to parts of the government estate. Further information that may affect disposal or future use
Data Field in InSite: Status - Security Classification
Definition: Official-Sensitive: Controlled access to information to ensure more secure / commercially sensitive information. It is only available at the appropriate access level set by an organisation. Official: Information fields generally deemed suitable for sharing purposes within Government. Non-Sensitive: Information fields generally deemed suitable for sharing more widely.
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: Annual validation
Rationale: To protect sensitive information proportionately and to release non sensitive information
Data Field in InSite: Status - Record status
Definition: The current status of the land record
Field Type: Drop Down
Mandatory or optional (per system requirements): Mandatory
Update Frequency: On change
i.e. when a record is no longer Active
Rationale: To highlight and identify current or archived land ownership within the estate