Records
RoPA
- In the main menu on the left, click on Registers and then on RoPA.
- To facilitate the management of the RoPA, it is divided in layers: into personal data sets and then into the processes (processing activities) that are within those sets. We strongly encourage you to maintain this division - it makes it easier to manage the register. However, if for some reason you want to keep in the Register only a list of processes (processing activities), without assigning them to data sets - nothing simpler! Create one dataset (e.g. named Processing activities), and then add all processes within it.
- The first step to complete the RoPA is to add all datasets and all processes (processing activities) within each dataset. To add a new dataset - click on the orange button at the top - Add Dataset. Then enter the name of the dataset (avoid ‘/’ characters and long dataset names - SODO will accept them, but you will not be able to export them to Excel) and all the process names within that dataset and click Save.
- Congratulations! RoPA has been completed to a basic extent. From now on, you can, among other things, grant authorisations and entrustments and releases by linking them to specific collections and processes.
- The second step to complete the RoPA is to complete the details of each process (processing activity). To do this, click on the grey ‘+’ button to the left of the dataset name to expand the list of all processes assigned to that dataset. Then, click on Actions next to the process you wish to complete and select Complete Details.
- Practical tip - if you plan to add any entrustment of data processing that is linked to multiple processes (e.g. outsourcing to external IT) - do not do it from the level of completing individual processes. It is much quicker and simpler to add such an entrustment from the Data Transfer -> Entrustment functionality level. In this way you can add one delegation, which you can automatically link to e.g. 30 processes. This will save you a lot of time!
- To download the RoPA to an Excel file - click on the "Export" button at the top.
English 
Polish