GDPR and the Role of Process Management for Compliance

Benefits using a process management platform for a GDPR Register

 

Since the introduction of the General Data Protection Regulation (GDPR) in 2018, organisations are obliged to process personal data with careful consideration for privacy and use. Non-compliance can lead to high fines, damage to your reputation and legal complications. While legal aspects are often highlighted, the role of process management is often underestimated. 

 

Why Excel and specialised applications often fall short 

 

Oftentimes, a data processing register may be set up in an Excel sheet or via a specialist application. While at first glance this seems practical, it poses two essential risks: 

1. Detailed documentation of exceptions  may not be included in the processes.
2. Processing registers may not be up to date.

 

These significant risks can be avoided by building a data processing register using a process management platform. This not only provides a solution to the risks mentioned, but also brings additional benefits, such as increased awareness among operational teams about their GDPR responsibilities, and establishing connections between GDPR and other risks or subject areas within the organisation. Here, it is essential that the chosen process management method and application provides the support for data management and the ability to generate reports such as a processing register. 

 

1: Mapping the exceptions

 

GDPR challenges organisations to know exactly what personal data is being processed, for what purpose, and on what legal basis. This information must be recorded or accessible. Exceptions in work processes are crucial here: these are situations in which work is done differently, for example, using different tools, IT systems, data or additional staff members. Precisely because these exceptions require different actions, these exceptions must also be included in all compliance matters. After all, ignorance is the biggest risk when we talk about compliance. 

 

Engage Process makes it easy to discuss processes and exceptions. During discussions, it is easy to visualise and include which personal data is used where, relevant documentation, applications involved, and why that data may be used in that instance. These are all essential details for a data processing register and GDPR compliance measures. 

 

2: Is the data processing register up to date?

 

Organisations are constantly changing due to new laws, new objectives, new budgets, automation updates, new systems, new suppliers, etc. Keeping a data processing register up to date, and subsequently GRC reporting, is a challenge.  

 

For example, it can be extremely disruptive and time-consuming if you have just created a new GDPR data processing register / management system to hear shortly afterwards that there has been a major update in a system, or that a team has changed ways of working to save costs.  

 

In more and more organisations, process management is used as the central resource for change management. Changes are first researched and documented with the implementing teams in the processes, before involving and communicating to wider teams.  

If your GDPR or data processing register is then also created from that same process management platform, it will automatically stay up to date! Changes are automatically included – making it easier and more efficient to maintain.  

 

With Engage Process, a GDPR or data processing register is easy to create thanks to standard functionalities. No additional tools or add-ons are needed, and moreover, the platform offers two important advantages: 

 

1. The handbook: Raising awareness among those involved in executing a process
   

 

GDPR compliance is not just about reporting. Employees need to be aware of how sensitive data is being processed and what the implications are. By arranging the GDPR register in the process management platform, the details are also included in the quality manual. The result is that employees can see at the right time, even if it is an exception, what data they are allowed to work with, in what system, and for what legal reason. 

 

2. Data in a broad view, and how it links throughout an organisation
   

 

Finally, creating a GDPR or data processing register from a process management platform gives the advantage of establishing a relationship with other components within your organisation. Foe example, outlining which documents are used and when (in which processes), and what sensitive data plays a role in this? In other words, which applications are used by which roles and what data is involved? The process management platform automatically establishes links with other important components. The platform indicates what, where and how data processing is deployed in the organisation's primary and supporting work processes. 

 

Engage Process: GDPR functionalities 

 

Engage Process is a powerful process management platform. The platform has several functionalities that support GRC objectives and the creation of a GDPR register. These include: 

 

1. Central tables. Your organisation can set up tables in one central place for data categories, systems, roles, risks, control measures, and more. It can be set up unambiguously, and if an adjustment is made, it is automatically implemented and reflected in all work processes.
2. The process workshop. Engage Process is explicitly designed to support process workshops with all relevant stakeholders and those involved in executing the work. This is an essential function to reveal the many exceptions in a process, and to become familiar with how different workflows are executive - also to map the necessary detail for creating a processing register.

1. The Viewer - the processes manual. The platform's read-only module allows you to share new processes and insights within the organisation. Employees can gain immediate insight into the processes and what level of detail supports those processes in their workplace.

 

Conclusion: The reporting function 

The process modelling module includes a powerful reporting function. In it, data from the central tables across all processes is made available to create powerful reports within minutes. An up-to-date GDPR Register is therefore available to you within minutes! This is not a theoretical report, but a report based on the organisation's actual and documented processes. 

 

GDPR is just one part of Governance, Risk and Compliance. Explore our site @engageprocess.com to learn more about how Engage Process enables visibility, agility and compliance at all levels of the organisation.