Capturing Data Element Details with Advanced Attribute Questions

Introduction

You can now use relationship attribute questions on assessments to populate advanced attributes such as Data Retention Period and Is Data Disclosed? for related data elements on your asset or processing activity records.

About Data Mapping Automation

The Data Mapping Automation module has everything you need to document your records of processing activities as well as contextually understand how data is handled across your organization. OneTrust allows you to add questions to your assessments that directly update data element attributes related to inventory records. OneTrust offers a full assessment template gallery based on regulations and frameworks from around the world. The built-in assessment templates are designed by our legal and product teams to help you easily capture information and are fully translated into our supported languages. These pre-configured templates are customizable, but you can also build your own to fit your specific needs. The Template Builder allows you to fully configure template-based or original assessments, and you can edit, add, or delete questions as needed.

Use Cases

Configuring assessments to update advanced attributes with details on related data elements is valuable when collecting and tracking detailed information on an organization's GDPR or CCPA compliance.

Examples

GDPR

: A third-party vendor may collect multiple pieces of personal data from a data subject for use in a processing activity. However, each piece of personal data may require a specific retention period. You can configure an assessment to capture and update theData Retention Periodattribute for each data element linked to the processing activity. This would allow you to view a different data retention period for each piece of data collected.

CCPA

: An entity may collect and process several different pieces of personal data from your emplyees. As a result of that processing activity, the entity may discolse some data and sell other data. You can configure an assessment to update theIs Data Sold?orIs Data Disclosed?attributes for every data element related to that process, ultimately supporting enhanced CCPA compliance.

How it Works

Using assessments to update advanced personal data attributes allows you to easily capture information on data elements and track that information at a highly detailed level in the context of a processing activity or asset. This is especially valuable when managing different pieces of data with different requirements for the same processing activity or asset. Using this feature allows you to manage information on multiple data elements at once, all in the same inventory record.

Best Practices

In order for your assessments to update advanced attributes, follow the steps below. You will need to configure a template and launch an assessment. Once the assessment is completed and approved, the responses will update the advanced personal data attributes. The updates will be viewable in an inventory record's Related tab.

  1. Enable advanced attributes or create your own

    You can create your own advanced attributes or activate any of the OneTrust advanced attributes in the Inventory Manager. Once activated, you can configure assessment templates to update these attributes for data elements related to a processing activity or asset record.



  2. Set up your assessment template

    To get started, you can select a template from the template gallery or create your own custom template.



    When configuring your template, there are three key steps to ensure responses will update advanced personal data attributes.

    1. Establish a primary record inventory question

      The primary record question should be the very first question in your template. This question will determine which processing activity or asset your data elements are linked to and which advanced attributes are updated with response information.





    2. Add a personal data question

      In your template, add a personal data question after your primary record question. This question can be in a different section of the template. If you're working from a pre-configured gallery template, check to make sure it includes a personal data question.



    3. Link your primary record and personal data questions

      The personal data question must be linked to your primary record to establish a relationship between the two and indicate the record to which your data elements are related.

      To link your personal data question to your primary record question, click the link icon on the personal data question in the Builder.



      Select Relate to an Inventory Question and select your primary record question from the Related Question menu.



    4. Add an attribute question with the personal data question as source

      After the personal data question, add an attribute question which updates the personal data question. Select an advanced attribute for the response to update.



  3. Launch the assessment

    Once your template has been configured to update advanced attributes and published, it can be launched as an assessment.



  4. Provide and review responses to the assessment

    When respondents are answering the personal data question, they will select applicable data elements for each relevant data subject type.



    To answer the advanced attribute question you've configured, respondents will provide answers that update the advanced attribute you've selected. Once the personal data question is answered, the advanced attribute question will appear. Respondents can click the Edit Answers button to open the question and leave responses.

    When responding to an advanced attribute question, all of the data subject types and data elements selected from the personal data question will display. The respondent will be able to provide responses for each data element.



    The respondent can also apply a response to multiple data elements by selecting multiple elements and clicking Apply to Selected after responding. Entire data categories or data subject types can also be selected. Once the responses are applied, they can be saved by clicking the Save button.



    Upon submission, reviewers will be able to view responses to the advanced attribute question.



  5. View inventory updates in the Related tab

    Once the assessment has been completed and approved, the responses will updated the advanced attributes on your inventory record's related data elements. You can view the updated data element details in the Related tab of an inventory record.



    Note:

    The assessment stage must be Approved for this data to populate.