Manage governance content

The Governance Tab is available in several documents in the Robin Data Software. It offers the possibility to record various basic parameters for the respective document.

Background

In older versions of the Robin Data software, parameters such as assigned locations or persons had to be filled in on the left side of the modal. 

In the sense of a standardisation as well as a functional extension, the basic parameters were transferred to the so-called "Governance Tab" on the right side of the modal.

Range of application

The Governance Tab is available in the following areas of Robin Data Software:

  • Record of Processing Activities
  • Data Protection Impact Assessment
  • Erasure Classes
  • External Contacts
  • Services
  • Contracts with external contacts
  • Technical-organisational Measures

Contents of the Governance Tab

The Governance tab has the following data areas:

  • Organizational Assignment: edit the organisational anchoring of the respective document.
  • Need for Protection: specify the protection requirement of the respective document.
  • Validity: specify the validity of the respective document.
  • Governance Tags: Select a content group that you want to link to this document. 
  • History: switch between different versions of the respective document and / or specify the date of the next revision.

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Data area: Organization Assignment

This data area has the following form fields:

  • Locations: Indicate which organisation locations this document applies to. One or more locations can be specified.
  • Functional area: Indicate in which functional areas (e.g., departments or division) of the above locations this document applies.
  • Controller: Enter the controller for the document/process owner. This is a person you have already created or have yet to create under Data Protection > Persons at locations (See page Manage persons of your organisation)
  • Representative: Enter the responsible representative (deputy process owner) for the document. This is a person you have already created or need to create under Data Protection > Persons at locations  (See page Manage persons of your organisation)
  • Supervision: If there is a person who has oversight for this document, you can specify here. This is a person you have already created or need to create under Data Protection > Persons at locations  (See page Manage persons of your organisation)
  • Contact Compliance: Enter the contact person for the compliance section. This is a person you have already created or need to create under Data Protection > Persons at locations  (See page Manage persons of your organisation)

 

Note

Selected people can be invited directly to Robin Data as a user via the icon to the right of the field , provided the person has maintained an email address and they are not already a Robin Data system user. 

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Data area: Need for protection

This data area has the following form fields:

  • Protection class: Select the protection class of this document.
    The following protection classes according to DIN 66398 are preconfigured in Robin Data:
    • Protection Class 1 - Normal protection for internal data.
    • Protection Class 2 - High protection requirement for confidential data.
    • Protection Class 3 - Very high protection requirement for especially confidential and secret data.
    You can also create your own protection classes via the organization master data.

  • Security level: Select the security level of the document
    The following security levels according to DIN 66398 are preconfigured in Robin Data:
    • Security Level 1 - Assets that process general data.
    • Security Level 2 - Assets that process internal data.
    • Security Level 3 - Assets that process sensitive and confidential data.
    • Security Level 4 - Assets that process particularly sensitive and confidential data. 
    • Security Level 5 - Assets that process the data to be kept secret.
    • Security Level 6 - Assets that process confidential data when exceptionally high security measures must be observed.
    • Security Level 7 - Assets that process the top secret data.

  • Confidentiality: Select the confidentiality level of the document.
    The following confidnetiality levels are preconfigured in Robin Data:
    • Secret data
    • Internal data
    • Public data
    • Top secret data
    • Confidential data

Data area: Validity

This data area has the following form fields: 

  • Valid from: Indicate the date from which the document is valid.
  • Valid until: Specify until when the document is valid.

Governance Tags

This data area has the following form fields:

  • Category: Select a content group that you want to link to this document. You will find a more detailed description of content groups in the article Define content groups.

Data area: History

You can now view different versions of the respective document via the history, compare them with the current one and restore the older version. 

To do this, first select the corresponding version. 

You can now compare the older version with the current version by clicking on view. If oyu want to restore the older version, select this version and click on the blu arrow on the left side of the view button. 

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Additional questions? - We are here for you.

If you have any questions about the software, please contact our support. You can reach us at support@robin-data.io.