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A guide to your RoPA Report

Stay GDPR compliant by creating and managing your automated RoPA Report

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Generate your RoPA Report automatically - here's how:

1.  To automatically generate your RoPA, you first need to create a list of systems using Data Mapping which can be done in two ways:

  • Add systems manually 
  • Enable auto-discovery 

You must have at least 1 data source to generate your RoPA. 

After creating your list of data sources, generate your RoPA by clicking on "View ROPA" in the upper righthand corner. 

Your RoPA report is created quickly and automatically using our AI discovery, classification, and mapping. 

After generating your RoPA, you can export your report or edit it following the steps below:


Editing your RoPA Report

1. Adding a new activity 

You can now add a new activity to your RoPA report manually. 

To do so, click "Add activity" on the upper righthand corner of your RoPA. 

There are 3 required fields in order to create an activity:

  • Purposes of processing
  • Data subjects
  • Data sources & categories

Some of the fields allow for free text while others offer a selection, which is created according to regulations. 

Note: when adding a data source, you can only add from your list of data sources already in your Data Mapping

Once you have filled out the required fields and any additional information, click "Create" to add your new activity to your RoPA report! 

2. Editing activities

To edit an activity in your RoPA, simply click on the activity you'd like to edit (see image below), where you can edit any of the following fields:

  • Purpose of processing
  • Data subjects
  • Description
  • Business process owner
  • Data retention policy
  • Parties with access
  • Legal basis for processing
  • Cross-border transfer mechanism
  • & data sources & categories

3. Removing activities

To remove an activity from your RoPA, start by clicking on the activity you'd like to remove

Then click "Delete record" in the bottom righthand corner of that particular activity

A warning popup will appear before deleting to confirm you'd like to remove this activity. 

After clicking "delete" 1 activity will be deleted from your RoPA

 

Talk to us if you need any help with the RoPA process via our chat or at portal@saymine.com, and we'll be happy to assist!🙂