Handling the requests by affected persons often involves a number of steps, such as creating a task and delegating it to a team member, searching for the requested documents and compiling a written reply. To support the team in the best possible way the data protection management cuSmarText GDPR offers automated workflows and a task management with which staff can create and delegate tasks easily.
For every case or request the software keeps a digital documentation as a basis for the procedures register required by GDPR, which will be generated automatically from this documentation. This holds all information regarding the request in a structured manner, such as emails, documents and written correspondence. Several authorized departments of the company can access the digital register at the same time and are thus capable of replying to a request even faster.
In addition, legal foundations and company specific process instructions can be defined and stored in the data protection management system. This makes it easy for employees to review how long personal data may be stored and when these have to be locked or deleted. All changes made to the data sets and documents will be documented in a tamper-proof and compliant way so as to be able to trace them even years later.
The integrated automatic document creation component shortens reaction times and increases the quality and consistency of the documents. For example, the employee is able to generate the data processer agreements for suppliers and clients incl. the appendix of technical and organizational measures (TOMs). The texts in the documents will automatically be supplemented with data from the data protection management system, the SAP system or from another source. This is especially helpful with recurring correspondence such as replies or confirmations and gives the employees more time for the tasks that really matter.