Processing Activities

Introduction to Processing Activities

Processing activities are the core of element of personal data. Many regulations require to document and assess them.

The process enables to record processing activities, to maintain them and use them for assessment or other tasks related to personal data management.

Workflow

A new Access Request can be created using the Add New functionality and choosing "Access Request".

A workflow enables to move the Access Request" in several statuses as shown in the following picture.

Access Requests workflow and statuses.

The following table explains the meaning of each status:

Status	Description
Default	A transitory status active when the access request if initially created.
Opened	An access request in this status is draft and it is not actioned.
Requested	An access request in this status is confirmed and it is waiting to be actioned.
In charge	In this status, the access request has been taken in charge and it is being actioned.
Cancelled	Access request cancelled. This is an end of life status.
Completed	In this status, all activities related to the action request were completed and closure is expected after confirmation.
Suspended	Activities concerning the access request are temporarily suspended, meaning no further status transitions are allowed.
Closed	In this status, all activities related to the access request are completed and confirmed. This is an end of life status, meaning no further status transitions are allowed.

Information

Access request records information are organized in four secions:

• Identification, where identification data of the access request are recorded,
• Ownership & Organization, containing the assignment of the key roles enabled to manage the access request;
• Access Request Details, with the details of the access request;
• Data Subject Details, with the details of the data subject issuing the access request;
• Data Subject Representative, containing the details of the representative of the data subject, if any.

Details on every fiel can be found by pointing the mouse on the (i) next to each field. This will activate a tooltip with a brief description of the field.

TBC WITH TAB INFORMATION...

Privileges

Access request can be created by the users to whom the corresponding privilege is granted (see Users & Groups for more information on how to set this privilege.

The lifecycle of the access request is managed by the roles DPO group, data controller group, data processor group and owner. Groups are pre assigned to the roles according to the settings (see Settings for more information on how to set these defaults). Initial assignments can be modified according to privileges choosing among the enabled groups (see once again Settings for more information on how to enable groups)

Role	Description
DPO Group	Members of the group assigned to this role maximum privileges on access requests. They can: transition access requests to any compatible status, update access requests fields when possible, update access request data sources directly in record management.
Data Controller Group	Members of the group assigned to this role have mainly view privileges on access requests.
Data Processor Group	Members of the group assigned to this role have mainly view privileges on access requests.
Working Team	Members of this group have many privileges on the access request. They can manage its entire lifecycle, being enabled to: transition access requests to any compatible status, update access requests fields when possible.
Audit Team	Members of the group assigned to this role have mainly view privileges on access requests.
Owner	This role can be assigned to a single user among members of the groups previously assigned. The Owner has many privileges on the owned access requests: transition access requests to any compatible status, update access requests fields when possible.

Warning and alerts

TBC

Reports

The list of access requests can be filtered and exported to excel format from the view Access Requests.

Related processes

Access Requests can be related to processing activities