Manually Adding an Inventory Record

You can add new assets, processing activities, legal entities, and vendors to your inventory. Inventories help you to track and manage your organization's privacy and risk compliance. OneTrust inventories can be populated through assessments, created manually by a user, added using integrations with other applications, or uploaded using bulk imports.

This article will walk you through manually adding an inventory record. The inventory records that can be manually added using the IT & Security Risk Management module include:

Assets

An asset inventory is a record of an application or system, either internal or third-party, that is used to collect, store, process, or access personal data in support of various business processes. An asset is any entity that processes personal data, such as a website, database, or even a file cabinet.

Processing Activities

A processing activity inventory is a record of a business activity that involves the collection, storage, processing, and potential disclosure, sharing, or selling of personal information. Processing activities provide the business context as to why data is being processed.

Entities

A legal entity inventory is a record of an organization other than a third-party service provider that is involved in your organization's data processes. Entities could be your company's subsidiaries, affiliates, or business partners.

Vendors

A vendor inventory is a record of any external, third-party provider of goods or services involved in your data collection processes.

To add a new inventory record

  1. On the IT & Security Risk Management menu, select either Assets, Processing Activities, Entities, or Vendors.

    The relevant inventory screen appears.

  2. Click the Add New button.

    The Add Inventory modal appears.

  3. Complete the fields. For more information, see the following screen references:
  4. Click the Save button to add the new record to the relevant inventory.
  5. To add another inventory record without closing the modal, click the Save and Add New button. 

Add Asset Screen Reference



Field
Description
Name

Enter the name of the asset.

Managing Organization

Select the organization responsible for the asset.

Hosting Location

Select the location where the asset is hosted.

Type

Select the type of the asset.

IT Owner

Select the IT owner of the asset.

Create as a Master Record

When enabled, use this record as a global standard and create local versions of it for easier maintenance and reporting for groups of similar records.

Send Assessment After Save

When enabled, after saving the record, you will be automatically directed to the launch assessment page.

Show More Details

Configure any custom attributes that have been created so that they can be populated. The required custom attributes will appear above the Show More Details section.

Add Processing Activity Screen Reference



Field
Description
Name

Enter the name of the processing activity.

Managing Organization

Select the organization responsible for the processing activity.

Business Process Owner

Select the business owner of the processing activity.

Created as a Master Record

When enabled, use this record as a global standard and create local versions of it for easier maintenance and reporting for groups of similar records.

Send Assessment After Save

When enabled, after saving the record, you will be automatically directed to the launch assessment page.

Show More Details

Configure any custom attributes that have been created so that they can be populated. The required custom attributes will appear above the Show More Details section.

Add Legal Entity Screen Reference



Field
Description
Name

Enter the name of the legal entity.

Organization

Select the organization responsible for the legal entity.

Primary Operating Location

Select the primary operating location of the legal entity.

Create as a Master Record

When enabled, use this record as a global standard and create local versions of it for easier maintenance and reporting for groups of similar records.

Send Assessment After Save

When enabled, after saving the record, you will be automatically directed to the launch assessment page.

Show More Details

Configure any custom attributes that have been created so that they can be populated. The required custom attributes will appear above the Show More Details section.

Add Vendor Screen Reference



Field
Description
Name

Enter the name of the vendor.

Organization

Select the organization responsible for the vendor.

Type

Select the type of vendor.

Create as a Master Record

When enabled, use this record as a global standard and create local versions of it for easier maintenance and reporting for groups of similar records.

Send Assessment After Save

When enabled, after saving the record, you will be automatically directed to the launch assessment page.

Show More Details

Configure any custom attributes that have been created so that they can be populated. The required custom attributes will appear above the Show More Details section.