Overview
The Data Stores page can be found under the Data Mapping menu and is your central hub for managing and monitoring all systems within your company that handle personal information (PI).
As the building blocks of your data map, data stores play a crucial role not only in creating a comprehensive data inventory but also in efficiently responding to Data Subject Rights (DSR) requests.
User Roles
Access to the Data Stores page is governed by user roles:
Admins:
- Access: Read/Write access to the data stores page.
- Can view all data stores regardless of the organizations the data store is assigned to.
Subject Rights Managers/Data Mapping Managers:
- Access: Read/Write access to the data stores page.
- Can view all data stores that have been assigned no organizations or have been assigned an organization that has also been assigned to the viewing user.
Data Mapping Viewers:
- Access: Read access to the data stores page.
- Can view all data stores that have been assigned no organizations or have been assigned an organization that has also been assigned to the viewing user.
The Data Stores List Page
The data stores list page gives users a tabular view of all data stores within the data inventory:
On the list page you can see quick summary details including:
- Name: Shows the name of the data store.
- Labels: Displays the labels
- Status: Displays 'N/A (Manual)' if the data store is a manual data store. Otherwise, displays the current authentication status of the automated data store.
- Organizations: Displays the organizations assigned to the data store.
- Owners: Displays the owners responsible for the data store.
- Sources: Displays the discovering source of the data store.
- Data Store Type: Displays whether the data store is manual or automated.
- Assessments: Displays the assessments assigned to the data store.
- Completion: Displays the level of completion for the data store, indicating whether all of the discovered fields within the data store have been classified.
Rearranging/Resizing Columns
You can rearrange the order of the columns that display in this table by dragging and dropping them into a new position in the table.
You can also adjust column order by pinning a column to the left or right of the table using the action menu for that column (see screenshot above).
Finally, you can resize the width of a column that displays by hovering in between two columns to display a divider between each column and dragging that edge to expand or contract the column width as desired.
Search
You can search for data stores on the data stores list page by entering the name of the data store and pressing Enter:
Multi-filtering
You can apply filters to the data stores list page to more easily locate particular data stores. To apply one or more filters click 'Filters' at the top-right of the data store list table to open up the filters pop-over:
Filters can be applied to all columns that can be displayed on the data stores list page.
Display/Hide
You can display and hide columns on the data stores list page to display the data store information most relevant to your goal. To display or hide columns click 'Display' at the top-right of the data store list table to open up the display pop-over:
Export
To export the contents of the data stores list page and click 'Export' at the top-right of the data stores list table to open up the export requests modal:
After confirming the export, the contents of the data stores list page will be exported to a .csv file in your web browser's downloads folder.
How to Use the Data Stores Page
- Identify and Prioritize: Start by selecting a data store you'd like to review. Focus on those that require attention to progress toward completing your data inventory.
- Complete Your Inventory: Work through the data mapping tasks listed for the selected data store. The objective is to systematically complete your data inventory, prioritizing stores with higher privacy risks or incomplete data fields.
Creating a Data Store
- Preferred Method: Ideally, new data stores should be created from the Discovered Data page as applications are reviewed. This ensures that each new data store is linked to at least one authoritative source on the Sources page, via the associated application.
- Alternative Method: You can also create a data store directly on the Data Stores page by clicking the Add Data Store button located in the bottom right corner of the data stores table. For more information on setting up automated and manual data stores, check out the Data Store Setup Guide.
This streamlined process helps you maintain a comprehensive, up-to-date data inventory, ensuring that all systems handling personal information are properly tracked and managed.