GDPR RoPA / PII Data Records Controller Excel Template

What is it.

The ROPA Personal Data Records Management (PDRMS) system is a macro powered excel based tool which provides a faster way to enter, retrieve and share PII records in a consistent way which maps to multiple privacy frameworks.

The system provides you with pre-built data sets for each form entry field, extensive sample records for your reference, print, export and email functionality which is often only available in expensive software packages.

The system can be used with many GDPR derivative privacy frameworks and has a very useful metrics dashboard which gives you useful KPI reports. These reports include a total no of records, a breakdown of records which haven’t been updated in a long time and breakdown by whose done what in terms of recordkeeping.

What problem is it trying to solve.

Many ROPA templates are provided as bare bones spreadsheets by government authority websites with no business intelligence, reporting functionality or methods to ensure data entry is accurate and complete. This means that PII record-keeping is much more likely to trigger an issue in the case of a breach or legal case when regulatory authority investigations are underway.
Remembering that the most common reason for large fines is lack of data transparency in processing which is usually found in the form of not being documented properly in a companies record of processing activities.

Therefoe, a sound method is required to handle data entry consistently every time with some level of tracking and reporting so you can identify gaps and overdue tasks before it becomes a big issue.

What are some of the key features?

• The main form allows up to 42 different elements of a personal data record which can be recorded.

• All records are timestamped when saving and updating giving you oversight of aged records which may need to be reviewed.

• Most fields contain drop-down fields and multi-select fields with pre-configured selection options to speed up data entry and improve consistency of record data.

• Drop-down values include PII from multiple data privacy frameworks.

• Includes quick methods of record retrieval, pre-formatted printing, saving, secure sharing and editing functions which are commonly found in expensive systems.

• Includes a set of pre-built sample records with sample categories and other record data which allows you to familiarize yourself with the process.

• Includes a metrics dashboard showing no of records, aged records and user activity.

• It also includes a contact form to update controller/processor/DPO details.

WHAT’S INCLUDED

1) ROPA Workbook with aforementioned features.

2) User Manual

3) Two hours of support for troubleshooting / product customization if needed.

SQL DATABASE EXTENSIBILITY

This automated workbook has some great integration features, one of them being the ability to export data to SQL via SQL Server Integration Services (SSIS). So in the case of our ROPA Records which are recorded in a ‘Records’ workhseet in this product, you have the option to export ROPA records to a SQL table for greater extensibility. This means you can share the data across the enterprise and allow business intelligence integration for KPI reporting. The process for exporting data is described here by Aqil Ahmed on his channel here https://youtu.be/12_JoGTTuH8?si=zmPYcXRHYxkdf-_c

Microsoft Access Database Engine 2016 should be installed on your local machine in order for the SSIS connection with Excel to work. Use the link here to download the driver from Microsoft. https://www.microsoft.com/en-ie/download/details.aspx?id=54920

PRODUCT QUESTIONS?

[email protected]

TECH SPECS

Macro enabled spreadsheet built for Excel 2016 or greater.

To enable the macro features, right click on the file after download and click trust macro enabled spreadsheet.

Macros may not work on Android, Apple OS platforms hence mobile devices running these OS’s are not supported at this time. This is a Microsoft limitation.

ABOUT THIS PRODUCTS DEVELOPMENT

This product’s development time was about 170 hours. This included VBA coding, regression testing, worksheet design and chart design by a small team of professionals.

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