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Officials 'warned on data safety' Officials 'warned on data safety'
(about 1 hour later)
Revenue and Customs officials were warned to ensure CDs containing benefit details of 25 million people were delivered "as safely as possible". HM Revenue and Customs (HMRC) officials were warned to ensure CDs containing benefit details of 25 million people were delivered "as safely as possible".
The warning - from the National Audit Office - is included in e-mail exchanges released by the government. An e-mail, from a National Audit Office (NAO) official was sent 16 days before the information went missing.
Another e-mail reveals HMRC concerns about the cost of removing sensitive information from the discs.
Ministers hope the e-mails prove the decision to send personal data in the post was not a high level one.Ministers hope the e-mails prove the decision to send personal data in the post was not a high level one.
A National Audit Office letter also reveals Child Benefit files were sent to accountancy firm KPMG. The government has been under fire since it was revealed the two discs went missing after they had been sent by unregistered internal post.
In a letter about the missing discs the NAO mentions that KPMG have been asked for assurances they "deleted or erased" earlier data provided to them.
One e-mail, dated 13 March by an NAO official, with all names blanked out, says: "I do not need the address, bank or parent details in this download - are these removable to make the file smaller?"
Another NAO email to the HMRC, with all names blanked out, dated 2 October, said: "Please could we have a copy of the data scans being carried out in early October 2007 and early February 2008.
See sequence of events in the lost CDs scandalSee sequence of events in the lost CDs scandal
"We require this data for our audit. Last time we had 100 zipped files on 2 CDs. The Conservatives say officials it is down to "systemic" errors at HMRC - but the government insists it was the fault of low level civil servants.
"Please could you ensure that the CDs are delivered to NAO as safely as possible due to their content." Ministers released the e-mail exchanges, from March and October this year, in a bid to prove their case.
One of them was sent by an NAO official on 2 October, 16 days before the data went missing. It said: "Please could you ensure that the CDs are delivered to NAO as safely as possible due to their content."
The same email also asked the recipient to ring the NAO when the CDs had been received so that the relevant passwords could be passed on.The same email also asked the recipient to ring the NAO when the CDs had been received so that the relevant passwords could be passed on.
But the NAO said that although a senior official at HMRC - the Process Owner for Child Benefit - was copied in on an email about the CDs, there is no evidence that he or she made the decision to release the data. Another message, dated 13 March from an NAO official, with all names blanked out, says: "I do not need the address, bank or parent details in this download - are these removable to make the file smaller?"
The e-mail is marked: "URGENT Extract from Compliance scan," its importance is listed as "high" and its sensitivity "confidential".
Cost implications
Another e-mail from the same day from an HMRC official, appears to suggest officials were concerned about the cost implications of stripping sensitive data from the files.
It says: "I must stress we must make use of data we hold and not over burden the business by asking them to run additional data scans/filters that may incur a cost to the department".
What about our privacy and our rights? No mention is made of them BBC political editor Nick Robinson Read Nick's blog and those e-mails
But the HMRC has stressed that although one of its senior officials was copied in to the e-mail, there is no evidence that he or she made the decision to release the data.
Caroline Mawhood, the NAO's assistant auditor general at the NAO, says in a covering letter to HMRC Acting Chairman Dave Hartnett: "The email was sent by a junior HMRC manager. It refers to a reluctance to provide data in the filtered form the NAO had requested.
"We also agreed that our own NAO audit director was aware of this position, and that we have no evidence that the Process Owner for Child Benefit made the decision to release the data. The NAO is not making any issue of this."
A National Audit Office letter also reveals Child Benefit files were sent to accountancy firm KPMG. The firm says the files were returned "by hand" to the NAO and that any information on its own system has been deleted.
'Serious questions''Serious questions'
Shadow Chancellor George Osborne said far from clearing senior officials of blame the e-mails were evidence of "systemic failure" at the HMRC. Shadow Chancellor George Osborne said far from clearing senior officials of blame the e-mails released by the government were evidence of "systemic failure" at the HMRC.
MISSING DATA INCLUDES National insurance numberName, address and birth datePartner's detailsNames, sex and age of childrenBank/savings account details -->Enlarge Image-->MISSING DATA INCLUDES National insurance numberName, address and birth datePartner's detailsNames, sex and age of childrenBank/savings account details -->Enlarge Image-->
He said Chancellor Alistair Darling now faced "serious questions about the version of events he gave earlier this week that this was some lone figure sitting by themselves at a computer. That is not what these e-mails reveal".He said Chancellor Alistair Darling now faced "serious questions about the version of events he gave earlier this week that this was some lone figure sitting by themselves at a computer. That is not what these e-mails reveal".
The government is also seeking to reassure people that their personal details have not fallen into criminal hands. In a separate development, the government is seeking to reassure people that their personal details have not fallen into criminal hands.
In a letter being sent to seven million families, HM Revenue and Customs apologises for losing the data but says it is still "likely to still be on government property". In a letter being sent to seven million families, HMRC apologises for losing the data but says it is still "likely to still be on government property".
Police are continuing to search for the discs full of personal details which were lost by HM Revenue and Customs but, the HMRC letter says, "there is no evidence that it is in the possession of anyone else". It says police are continuing to search for the discs but "there is no evidence that it is in the possession of anyone else".
The letter, which is signed by Dave Hartnett, HMRC's director general (business), also advises people not to give personal or account details "if anyone contacts you unexpectedly". Data checks
"Instead take a note of their name and number, and if you are at all suspicious contact your bank or building society.
"If your password uses any of your personal data, for example your child's name or date of birth, you may also wish to consider changing any passwords you use."
Spot checks
On Wednesday, Prime Minister Gordon Brown apologised for the data loss but said it was down to officials not following the rules rather than "systemic" failures at HMRC caused by budget cuts.On Wednesday, Prime Minister Gordon Brown apologised for the data loss but said it was down to officials not following the rules rather than "systemic" failures at HMRC caused by budget cuts.
He has ordered security checks on all government departments to ensure data is properly protected.He has ordered security checks on all government departments to ensure data is properly protected.
Under the plans, the Information Commissioner, Richard Thomas, will be given powers to carry out spot checks - a move previously rejected by ministers.
HMRC is protecting the identity of the official blamed for sending the two discs containing the details of 25m people by courier from the Child Benefit office in Washington, Tyne and Wear, to the NAO in London on 18 October.HMRC is protecting the identity of the official blamed for sending the two discs containing the details of 25m people by courier from the Child Benefit office in Washington, Tyne and Wear, to the NAO in London on 18 October.
The official, who the BBC understands is a 23-year-old man, has reportedly been suspended pending disciplinary action.The official, who the BBC understands is a 23-year-old man, has reportedly been suspended pending disciplinary action.
  • Her Majesty's Revenue and Customs has set up a Child Benefit Helpline on 0845 302 1444 for customers who want more details.
  • Her Majesty's Revenue and Customs has set up a Child Benefit Helpline on 0845 302 1444 for customers who want more details.
    • LOST CDS - SEQUENCE OF EVENTS 18 October - Junior official from HMRC in Washington, Tyne and Wear, sends two CDs containing password-protected records to audit office in London through courier TNT, neither recorded nor registered 24 October - When package fails to arrive, second one is sent by registered post and arrives safely3 November - Senior managers are told first package has been lost10 November - Prime minister and other ministers are informed12 November - HMRC tell ministers CDs will probably be found 14 November - When HMRC searches fail, Metropolitan Police are called in 15 November- Richard Thomas, Information Commissioner, says remedial action must be taken before public is informed 20 November - HMRC Chairman Paul Gray resigns; Chancellor Alistair Darling makes announcement to House of Commons21 November - Prime Minister Gordon Brown apologises and orders security checks Timeline in detail LOST CDS - SEQUENCE OF EVENTS 18 October - Junior official from HMRC in Washington, Tyne and Wear, sends two CDs containing password-protected records to audit office in London through courier TNT, neither recorded nor registered 24 October - When package fails to arrive, second one is sent by registered post and arrives safely3 November - Senior managers are told first package has been lost10 November - Prime minister and other ministers are informed12 November - HMRC tell ministers CDs will probably be found 14 November - When HMRC searches fail, Metropolitan Police are called in 15 November- Richard Thomas, Information Commissioner, says remedial action must be taken before public is informed 20 November - HMRC Chairman Paul Gray resigns; Chancellor Alistair Darling makes announcement to House of Commons21 November - Prime Minister Gordon Brown apologises and orders security checks Timeline in detail
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