Supplementary A - London Borough of Hillingdon

APPENDIX J
PROPERTY DATA MANAGEMENT
1. Introduction
1.1 The Principal Property Manager (PPM), on behalf of the HCPS, is responsible for the
management of the Council’s property records.
1.2 In accordance with the “Asset Management Good Practice Guide”, the ‘core data’ for each of
the Council’s main property assets, excluding council housing and Foundation schools, has
been validated and is held electronically on a central database that also provides secure
access for Corporate Property Services staff to performance indicators and management
reports thus enabling informed decision-making during property reviews. Further detail on this
is included in Section 2: Property Data Records.
1.3 The following surveys have been carried out on council properties (as noted in Section 3:
Property Surveys):
• Asset utilisation (assessing space utilisation, a local performance indicator)
• Property condition (including maintenance costs in prioritised categories)
• Asbestos survey (a dedicated database records asbestos details, including risk)
• DDA survey (informing a prioritised works programme for improved access)
• Energy (monitoring the effectiveness of energy-saving measures)
• Sufficiency and Suitability (covering facilities, access, space, and environment)
1.4 Corporate Property Services has embarked on a programme to integrate all property-related
information, as summarised below:
Database Function Contents Migration Plan
Asset Management Asset valuation, condition
surveys, site and building
photographs, maps and
Successfully migrated from
spreadsheets and documents to
CAPS Uniform database.
boundary extents.
Commercial leases
Lease and rent details,
tenant accounts, invoicing
Currently located in Grosvenor
PropMan database. Leasehold
management data is being
imported to CAPS Uniform;
financial data and responsibility
for invoicing is being transferred
to the income control division of
Finance and Resources on a
phased basis during 2007/08.
Grosvenor PropMan will not be
required after 31 st March 2008.
Property Terrier
Land ownership details, deed Successfully captured in
packet, area, Land Registry ArcView GIS, and now available
title.
as an information overlay in
CAPS Uniform database.
Land gazetteer [note: Unique Property Reference Incorporated into CAPS Uniform.
this function is Numbers for each address in
owned by Env. the borough
Services]
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