Adding Data Systems

Overview

This article provides instructions on adding a new Data System to your Organization. For more information on what Data Systems are and how to setup and use them, check out the following articles:

• To learn more about how Data Systems work, refer to this article: Data Mapping Overview
• For details on creating and managing Data System attributes, such as Relationship and Destinations, refer to this article: Managing Data System Attributes

Adding a New Data System

1. Click on the Data Systems drop-down menu in Data Hub and choose Systems.

2. Click Add Data System in the upper right corner of the page to view the Add Data System wizard.

3. Select the Data System Type and Click Next.

Begin typing to search for your Data System or scroll down to select from the system types that are available. For any types of data systems that aren’t yet supported, you can select Custom.

4. Add the following Add Data System: Details attributes (optional) and click Next.

• Name: The friendly name used to identify your data source in the Admin UI.
• Status: The current status of this data system.
• Relationship (optional): Relationship is for identifying the relationship of this data system in regards to your company. While you can add your own custom options as well, in most cases this will be set to one of the following predefined options:
  • Controller: Legal or natural person, an agency, a public authority, or any other body who, alone or when joined with others, determines the purposes of any personal data and the means of processing it.
  • Joint Controller: Third party data processor engaged by a Data Processor who has or will have access to or process personal data from a Data Controller.
  • Processor: Legal or a natural person, agency, public authority, or any other body who processes personal data on behalf of a data controller.
  • Sub-Processor: Two or more data controllers that jointly decide why and how to process personal data. Note: Internally managed and maintained systems are usually a Controller. External systems, like SaaS products, are usually a Processor.
• Projects: The projects this data system is associated with.
• Additional Notes: Any additional information about this data system.

5. Add the following Add Data System: Processing attributes (optional) and click Next.:

• Data Categories: The categories of data being processed.
• Data Subjects: The types of individuals whose data is processed.
• Processing Purposes: The purposes for which data is processed.
• Processing Activities: The activities performed on the data.

6. Add the following Add Data System: Data Flow attributes (optional) and click Next.:

• Data Origins: Where does the data from the data system originates from.
• Data Destinations: Where the data is sent to and who the data is shared with.
• Data Retention Period: This determines how long data is held in this particular system. The default retention is 12 months.
• Cross-Border Transfer: Indicates if the data is transferred across international borders.

7. Add the following Add Data System: Security attributes (optional) and click Next:

• Security Measures: The security measures implemented for this data system such as audits, MFA, training, SOC2 Compliance, etc.

8. Add the following Add Data System: Contacts attributes (optional) and click Done:

• Contacts: Select the contact(s) responsible for this data system.

The Data System has been successfully added to the list of active data systems.