Getting Started with the Data Dictionary Module

This module is a crucial tool for organizing and managing your organization’s data assets. It allows you to create a comprehensive dictionary of data attributes, data objects, and data subject types, while also enabling you to establish a robust data classification scheme.

Pre-requisites to Get Started

Before you start using the Data Dictionary module, ensure you have the following in place:

1. User Access: Verify that you have the necessary permissions to access and modify the Data Dictionary module in RESPONSUM. If you need additional permissions, contact your system administrator.

Fast-track to Brilliance

Ready to start organizing your data assets? Follow these quick steps:

1. Access the Data Dictionary Module: Navigate to the module by going to Operations > Data Dictionary from the main menu in RESPONSUM.
2. Organize Data Attributes: Define and manage key data attributes used across your organization, ensuring consistency and clarity. All data attributes created in other modules, for example, the register, will also be automatically synchronized with the Data Dictionary, ensuring consistency across all areas of RESPONSUM.
3. Organize Data Objects: Organize your data objects by creating entries for each one and linking them to the corresponding data attributes.
4. Organize Data Subject Types: Document the different types of data subjects your organization processes, such as customers, employees, or vendors. All data subject types created in other modules, for example, the register, will also be automatically synchronized with the Data Dictionary, ensuring consistency across all areas of RESPONSUM.
5. Create a Data Classification Scheme: Develop a classification scheme that categorizes data based on its sensitivity, ensuring appropriate levels of protection and compliance with regulations.
6. Review and Maintain: Regularly review and update your data dictionary to ensure it remains accurate and aligned with your organization’s data governance policies.

Step-by-Step Guidance

For those who prefer a more detailed approach, here’s a step-by-step guide to using the Data Dictionary module:

1. Accessing the Data Dictionary Module

• Navigate to the Module: Log in to RESPONSUM and go to Operations > Data Dictionary from the main menu. This will take you to the central module where you can begin building your data dictionary.

2. Populating the data dictionary

There are two methods for populating the Data Dictionary:

1. Data attributes and subjects created in other modules, such as the register, are automatically added to the Data Dictionary.
2. Data attributes, objects, and subjects can also be defined directly within the Data Dictionary.

This guide will walk you through the process of manually populating the dictionary within the module itself.

Data Attributes

• Click ‘+Create’: Start by defining the key data attributes used within your organization.
• Enter Attribute Details: For each data attribute, provide the following information:
  • Attribute Name: The name of the data attribute.
  • Description: A clear and concise description of the attribute and its purpose.
  • Linked Legislations: Identify and link the legislations associated with this attribute.
  • Special category: Yes, if the processing of personal data is revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited.

Data Objects

• Click ‘+Create’: Begin cataloging your data objects by creating entries for each one.
• Enter Object Details: For each data object, provide the following information:
  • Object Name: The name of the data object.
  • Description: A detailed description of the object and its role within the organization.
  • Linked Data Attributes: Identify and link the data attributes associated with this object.

Data Subject Types

• Click ‘+Create’: Document the different types of data subjects your organization processes.
• Enter Subject Type Details: For each data subject type, provide the following information:
• Subject Type Name: The name of the data subject type (e.g., Customer, Employee).
• Description: A brief description of the subject type and the nature of the data processed.
• Associated Legislations: Link the data subject type to the relevant legislation.
• Default place of residence: If the place of residence is defined, details can be added here. This can be relevant to determine which legislation applies.
• Time period: Define at what rate the data is being processed.
  

5. Creating a Data Classification Scheme

• Define Classification Levels: Establish levels of data classification based on sensitivity (e.g., Public, Internal, Confidential, Highly Confidential).
• Assign Classification to Data Attributes: For each data attribute in your dictionary, assign an appropriate classification level based on its sensitivity and the risks associated with its handling.
• Set Handling Requirements: Specify the handling and protection requirements for each classification level:
  • Authorized personnel: who can process the data
  • Importance of data integrity
  • Importance of data availability

If you have any questions or need further assistance, consult the support documentation or contact our support team support@responsum.eu.