The data dictionary is a basis of RESPONSUM. It consists of a list of Data Attributes, Data Objects and Data Subject Types. It has links throughout your ROPA, LIAs, TIAs, balancing tests, Incidents & Breaches, DPIAs, …
What is it?
A data Attribute is a description of a personal data. For example, first name, last name, passport number, blood type, images, sound recordings, salary, fingerprint,…
A Data Object is a description of various data attributes combined. A CV for example consists of a name, birth date, picture, career history, interests, hobbies, … A medical record consists of a name, birth date, identification number, gender, blood type, x-ray, details of medical conditions physical as well as mental, medicines prescribed, operations undergone, visits to a doctor or medical facility, …
A Data Subject Type is a natural person that is identified or identifiable by its personal data that you process. This can be an employee, an applicant, a client, an investor or stakeholder (if these are a private persons), a visitor, a consultant, …
The data dictionary gives you a general overview of all your data and its links throughout RESPONSUM. This makes it easy for you to check where all your data is being used, by whom and for what purpose. When a data subject request to perform one of its rights, you will easily find an overview where its data is stored, who has access to it and thus easily reply in a prompt and complete manner.
Challenges of a Data Dictionary
How to keep your data clean?
It is important you keep this data clean so you can work throughout your privacy management with the same values without any duplicates. This is necessary to be able to find the correct number of links within your ROPA, and other privacy records. But how easy is it to keep it clean?
When using RESPONSUM, you have a data dictionary at your disposal. When creating a new record and linking data to it, you can choose an item from your dictionary. This makes it easy for the user and you avoid creating duplicates. When an item is not in the list yet, you can easily add it during the process of registering a new record. This item will be automatically added to the data dictionary to use it in future additions.
How to easily find the linked items to your data attribute, a data subject type...
Do you struggle with replying to a data subject right request? How easy is it for you to find out where all of its data is being processed, which IM systems are used and which stakeholders are involved? How well can you make a first estimate of the severity/impact of a data breach/incident?
When using RESPONSUM, you can see at a glance which items and processes a data subject type is linked to. This is also applicable to the other items within the data dictionary.
How to reduce the time you spend searching for an answer and responding to a question?
According to the GDPR, you have one month to reply to a data subject right request. Is this enough for you? Do you struggle with time management? Some companies do not have fulltime jobs for a privacy expert or DPO. Therefor other people have to maintain compliance as a side job next to their other normal tasks. How efficient do you find answers in your Excel files combined with other Word files and E-mails?
By using RESPONSUM and its data dictionary, you have everything combined in one tool with a clear and centralized overview of your data. Once your import is done, you won’t lose any more time in finding answers and doing research.
Do you want to work more efficiently too?
Book a free demo with one of our experts today.
Don’t worry, they won’t bite.