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.
4. Principles and General Responsibilities
This standard specifies the data fields which are mandatory and fundamental to deliver necessary reporting outcomes and enable strategic, collaborative management of the Scottish public sector estate. The standard should be applied to all property types within your organisation’s estate.
When applying this standard, the following broad guidance points should be followed:
4.1 Scope of data – the data defined by this standard covers all land and buildings owned or occupied by the public sector subject to the Scottish Public Finance Manual.
4.2 Use (Classification) – this standard applies to3 all land and buildings use types listed in Appendix 2.
When applying this standard, the following guidance points should be considered:
4.3 Specific definitions - InSite and its data fields have been developed to promote consistency across organisations within the UK-wide public sector portfolio. The definitions of which have been further reviewed to ensure they align with specific Scottish property requirements which may deviate from those within UK Government on occasion.
4.4 Level of detail – the standard has been set to provide enough detail for organisations to adhere to. Users should refer to the InSite User Guide for general system usage guidance, which can be provided on request from PCD.
When applying this standard, the following general responsibilities should be complied with:
4.5 Data input and maintenance – data should be accurately maintained and kept up to date, updating all changes as soon as practical after they occur and maintained in line with the instructed frequency of update. A data cleansing exercise has been led by PCD over 2024-25 and we are grateful for the efforts public bodies have made to improve their data records over this period. We want to build on that and ensure the records continue to be maintained in the future as a resource for decision-making and planning. It is key therefore that data is maintained to make the most of the efforts already invested in this.
4.6 Examples of changes are as follows:
- Updating property events (rent reviews, lease breaks, regears and lease expiries)
- Adding new occupations (MOTO / MOTUs, sublets)
- Adding new vacant space when space becomes available
- Marking data as archived as properties and/or land are disposed of or surrendered.
4.7 Data errors – users should fix and / or accept any error or warning messages highlighted by the system as soon as practical.