Select systems that process information as part of the activity in question. Click “+Add system” and select systems from the drop-down menu followed by “Submit”.
Step 1: Systems used in the activity:
A system is different applications, folders, physical archives that stores or processes information as part of the activity.
Example: In the activity, Job interview, the following systems are used to process information: Outlook, HR Manager, Sharepoint – HR Folder, HR physical Archive -B.
(Keep in mind that you can relate hosting agreements and third party informations to Systems, so that these data processor documentation only is needed once.)
Step 2: Data mapping
Once all relevant systems are added, start mapping information per system by clicking on the ‘Data-mapping’ button on the right side. The purpose of this is to identify exactly what information is processed in each system.
Example: In the activity, Job interview, the following information is processed in Outlook: “names of candidates, email-addresses, CVs, criminal records, etc.
Add data categories from gross list
First you see a full view of the existing gross list of data categories. You can add/relate data categories to the chosen system from by adding check marks.
Copy from other mapping
When you need to map data to the next system in the list, you can select a previous mapping for either systems or third parties. – Or you can choose to see the data categories mapped to this systems in other activities. Click on the “Copy from” drop-down list at the top left.
Click on the objects you want to copy individually, or click “Select all” to copy all data objects. Click ‘Submit’.
Step 3: The role of the system
Choose the role of the system in this activity. You can either choose from the drop-down menu or type your own system role. The role you write yourself will then be available in the drop-down menu.
Step 4: Data retention
Select “Yes” under “Retention rules implemented”, if the following conditions are met:
- a retention rule for information in this activity has been defined, and
- the retention rules are manually implemented for this system.