Creating & Managing Data Policies

You can create policies to serve as your organization's guidelines for the collection, storage, usage, and protection of data. This requires a close examination of how data is handled, who has access, how long it's kept, and the measures taken to ensure privacy and security. You can then translate your retention schedule into a configured data policy that is actionable when data is scanned and classified by the Data Discovery module.

To create a policy

  1. On the Data Catalog menu, select Policy Manager > Data Policies.

    The Data Policies screen appears.

  2. Click the Add Data Policy button.

    The Add Data Policy modal appears.

  3. Choose if you want to create your policy based on a OneTrust-recommended template or design a custom one from scratch, then click the Next button. The steps below will follow the custom policy path.
    Note:

    For more information on recommended templates, see Using Data Policy Templates.


    Add data policy modal
  4. In the Define Your Data Policy section, complete the fields.

    Create data policy - Define your data policy section
    Field
    Description
    Policy Name

    Provide a unique name for this new data policy.

    Policy Description

    Enter a description to describe the intended use or reference.

    Policy Owner

    Required: Select a policy owner from the available users or choose a user group.

    Severity

    Choose from the available severity levels:

    • Low

    • Medium

    • High

    • Critical

    Policy Condition

    Select Saved Search Condition to locate an existing search condition in the Data Catalog. The policy conditions of the saved search will be populated for review.

    Any changes made to the Saved Search from Catalog Search will not affect policy conditions.

    Note:

    For more information, see Searching the Catalog

    For more information on search attributes, see Understanding Term Search Attributes.

    Select Custom Condition Block to create a new condition with ANY/ALL operators and available attribute values.
    Standards and Frameworks

    Click Add to select applicable standards and frameworks and create associations between this policy. Click the Save button in the Manage Standards and Frameworks modal to apply.


    Manage Standards and Frameworks modal

    With at least one standard or framework selected, click Manage to update your selections as necessary.


    Manage option to update your data policy selections
  5. Click the Save button. The Overview tab of the Policy Details screen appears.

    The data policy will be enabled by default.

To edit a data policy

  1. On the Data Catalog menu, select Policy Manager > Data Policies.

    The Data Policies screen appears.

  2. Select the name of an enabled data policy.

    The Policy Details screen appears.

  3. Click the context menu icon, then select Edit.

    The Define Your Data Policy screen appears.

  4. Make your changes as necessary.
  5. Click the Show Violations button to examine the differences in the previous count of violations against a real-time count based on your supplied conditions. The modal will tally the Updated Violations Count across the affected data sources.

    Data sources affected by policy condition screen
  6. Click the Save button. The Policy Details screen will appear with your updates.
    Tip:

    If changes are made to search conditions, it's recommended to rescan your data source to capture the latest conditions.

To enable data policies

  1. On the Data Catalog menu, select Policy Manager > Data Policies. screen appears.

    The Data Policies screen appears.

  2. Select one or more disabled data policies.
  3. Click the context menu next to the Create New button.
  4. Select Disable.
  5. If you have selected multiple data policies and you have a mix of enabled and disabled ones, a modal will appear to alert you that you can only enabled the currently disabled data policies.

To disable data policies

  1. On the Data Catalog menu, select Policy Manager > Data Policies.

    The Data Policies screen appears.

  2. Select one or more enabled data policies.
  3. Click the context menu next to the Create New button.
  4. Select Enable.
  5. If you have selected multiple data policies and you have a mix of enabled and disabled ones, a modal will appear to alert you that you can only disable the currently enabled data policies.

To sort the list screen

By Enablement Status

  1. On the Data Catalog menu, select Policy Manager > Data Policies.

    The Data Policies screen appears.

  2. The list screen will display all data policies by default. Click either Enabled or Disabled to filter the list screen with the applicable status type.

    Data policies list - Status selected to All
  3. You can also perform this in bulk, by selecting multiple policies of the same status and then choose to enable or disable the selections.

    Data policies list

By Specific Status or Severity

  1. On the Data Catalog menu, select Policy Manager > Data Policies.

    The Data Policies screen appears.

  2. Click the Status or Severity column names to alphabetically sort the current values. This will group data policies according to enabled/disabled status or low, medium, high, or critical severity.

    Status and Severity column

By Filtering

  1. On the Data Catalog menu, select Policy Manager > Data Policies.

    The Data Policies screen appears.

  2. Click the Filter icon next to the Search Bar.
  3. Click the Add Filter button to create filter that sorts your view of the list screen according to the available column field values:

    • Severity: Low, Medium, High, Critical

    • Created By: Choose a user

    • Policy Owner: Choose a user

    • Created Date: MM/DD/YYYY

    • Last Modified Date: MM/DD/YYYY

  4. Click the Save button. Create additional filters to narrow your list screen results.
  5. Click the Apply button.

To delete data policies

Tip:

Policies cannot be deleted if they associated with any integrations or if there is a rescan running.

  1. On the Data Catalog menu, select Policy Manager > Data Policies.

    The Data Policies screen appears.

  2. Select the name of an enabled data policy.

    The Policy Details screen appears.

  3. Click the Context Menu icon, then select Delete.

    The Delete Policy modal appears.

  4. Click the Delete button to confirm this action.