Information Assets 5 min read
Creating and editing information assets
Each information asset record captures technical and governance details about a system or location that processes personal data.
How to create an asset
- 1 Go to Dashboard → Assets.
- 2 Click the + New Asset button (bottom right).
- 3 Enter the Asset Name (e.g. "SystmOne - GP Clinical System").
- 4 Select the Asset Type: Database, Server, Application, Cloud Service, Physical Media, or Other.
- 5 Set the Security Classification: Official, Official-Sensitive, or Secret.
- 6 Check the boxes that apply: Contains PID (Personal Identifiable Data), Contains Special Category Data, International Transfer.
- 7 Set Encryption at Rest and Encryption in Transit — Yes, No, or Partial.
- 8 Assign an Asset Owner (must exist in Dashboard → Asset Owners).
- 9 Set the Retention Period and Statutory Basis.
- 10 Link to one or more ROPA entries.
- 11 Click Save.
Key fields explained
- Contains PID — tick this if the asset stores names, NHS numbers, dates of birth, addresses, or other directly identifying information.
- Contains Special Category Data — tick this if the asset stores health data, biometrics, ethnicity, religion, political views, or trade union membership.
- International Transfer — tick this if the system is hosted or accessed from outside the UK.
- Encryption at Rest — is stored data encrypted (e.g. AES-256 disk encryption)?
- Encryption in Transit — is data encrypted when moving over a network (e.g. TLS 1.2+)?
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Assets containing special category data that are not encrypted should be flagged as high risk. Folelse will automatically raise a risk record — review it in Dashboard → Risks.
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