Detail Desription
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ROLE Center for sensitive data management
In BC, the "Administration of users, user groups and permissions" center role has been created, which allows you to manage everything related to GPDR.
This Hub role is created due to regulatory requirements and is set up so that only authorized users (persons responsible for privacy) can access the privacy features. Permissions can be assigned to the user via the "User Customization" menu.
The user responsible for data security gets access to the "Privacy Policy" menu.
Data sensitivity classification
In the role of the "Manage Users, User Groups and Permissions" center, the authorized User assigns GDPR sensitivity to the fields they want to monitor. If the responsible User grants a field a sensitivity of "Sensitive" or "Personal", he/she can monitor the field set in this way and use it to easily export, delete or change these fields.
The sensitivity of the field is set in the "Data Classification" code list.
Home -> Privacy -> Data Classification
The user can set the following data sensitivity values:
Sensitivity Values | Description |
Sensitive | Information about the subject's racial or ethnic origin, political opinions, religious beliefs, union affiliation, physical or mental health, sexuality, or details of criminal offenses. |
Personal | Information that can be used to identify a subject, either directly or in combination with other data or information. |
Confidential | Business data that you use for accounting or other business purposes and do not want to expose to other entities. For example, this could be ledger entries. |
Normal | General data that does not belong to any other category. |
The user can set the data sensitivity in the "Data classification" list manually or by a wizard (see the next chapter).
Data Classification Assisted Setup Guide wizard
When you open the Data Classification report for the first time, it is empty.
To generate a list of fields, you must run the Data Classification Wizard. Choose the Set Data Classification action.
Process -> Privacy -> Set Data Classification
After clicking on the "Set Data Classification" button, the assisted data classification setup wizard starts.
In the next step, the Data Classification wizard provides two options for classifying data:
Exporting and importing Classification Data to Excel
Classify Data Manually
Export and Import Classification Data to Excel"
By clicking the box Export data classification to Excel you can export all tables and fields to an Excel worksheet.
The user clicks the field Export data classification to Excel and clicks Next.
The data export will start and the generated excel will be saved to the downloaded files.
In Excel, you can adjust the sensitivity settings in the "Sensitivity Data" field, and then you can import the edited file back into the OC. Changes from excel are saved to the system after import. You can also use the same worksheet to classify data sensitivity in other companies.
By clicking the box Import data classification from Excel you can import and use sensitivity classifications of data from an Excel worksheet.
When you click on the box Import data classification from Excel The user clicks Next. A dialog box opens where the user selects or drags and drops the prepared file.
Classify Data Manually
If the User wants to classify the sensitivity of the fields manually, he/she clicks the option Classify data manually, Note: Manual classification only includes tables related to setup, billing, templates, and data subjects. There are fields that you must classify on the Classification Workbook page or in Excel.
To manually classify:
The user clicks the "Classify data manually" box and clicks Next.
It then sets the default classification in the fields.
Data from posting is: (Data from posting is:)
The default sensitivity classifications to use for posting-related fields. You can view the fields to classify them individually.
The data in the templates are: (Data on templates is: )
The default sensitivity classifications to use for templates that are used to create new records, such as customers or items. You can view the fields to classify them individually.
The data in the setup tables are: (Data on setup tables is: )
Specifies the default sensitivity classifications to use for data in settings tables that control how features are used, such as those used by the general ledger. You can view the fields to classify them individually.
After you set the default sensitivity, click Next.
A list of tables for sensitivity definition is displayed. Select the tables you want to classify, set the default sensitivity classification to use for the data subject type. When a table is classified, the classification applies to all fields in the table. You can select a table to change the classification for individual fields.
In the next step, the user checks/changes the set sensitivity of individual fields of the displayed tables by clicking on the number in the "Field" field. By default, the sensitivity that you set in the second step of the wizard is set
Clicking on the value in the "Field" field opens the Data Classification Workbook filtered to the table for which we are checking the field.
All tables need to be checked. The status in each row must be "Checked"
Next, the system evaluates and looks for similar fields that probably belong to the same classification as the field you based your search on. The user views the field by viewing its contents. (by clicking on the text in the "Field" field)
In the last step, click on the Finish button and apply the set sensitivity to the given fields.
If the user clicks the "Open Data Classification Workbook" box, the Data Classification Workbook opens and the user can review the classifications used. This is useful, for example, for verifying that a classification is specified for all fields.