Overview

Your Data Map is a visual tool that reflects the information from your configured data stores. It offers a different perspective on the underlying data, providing clarity on where and how data is processed within your organization.

Setting up your data map within Osano involves configuring the information on each data store you wish to visualize. The effectiveness of your data map depends on how accurately and comprehensively you populate these data store configurations.

Purpose of the Data Map

Your data map can serve several key purposes, including:

• Enabling subject rights processing
• Identifying necessary assessments
• Mitigating and managing risks

The steps below will guide you in creating a foundational data map that meets these objectives. You can refine and improve this map over time, depending on your specific goals and priorities.

Components of the Data Map

Your data map in Osano is a visual representation of the information contained in your Data Stores. The information contained here...

...is just another way of looking at the underlying information on each of the data stores listed here:

Setting up your data map is therefore a matter of populating the information you want to visualize on the data store configuration pages of each data store you'd like to appear on the data map

The best way to proceed with setting up your data map will depend on the current state of the information contained on each of your data stores. It will also depend on the purpose or purposes you'd like your data map to serve. The steps outlined below for setting up your data map should enable you to deliver a first draft that can serve as a foundation for fulfilling any or all of the purposes above. 

Step-by-Step Guide

User Roles

One or more of the following roles is required to access the data mapping module within the Osano Privacy Platform. 

Data Mapping Manager

• Access: Read/Write access to all data mapping capabilities. 
• Capabilities: Full access to all data mapping and connected features.
• Who should have this access: Stakeholders needing to manage, edit, and update this data map. 

Data Mapping Viewer

• Access: Read-Only
• Capabilities: View-only access to the data map.
• Who should have this access: Stakeholders needing to view or comment on the data map, but who do not require access to edit or manipulate it. 

Step 1: Identify the Data Stores to Monitor

Start by compiling a complete list of data stores that need to be visualized on your data map. These should include:

• All data stores processing personal information (PI).
• Any other confidential data stores.

You might not have this knowledge on hand, and that's okay. 

If you’ve already created data stores in Osano, use this list as your starting point.

If you’ve identified additional data stores outside of Osano, you can import this list via CSV for easier management. The goal is to transition from ad-hoc methods to a systematic approach for identifying data stores, which leads us to the next step.

Step 2: Source Identified Data Stores

To maintain an up-to-date and reliable data map, establish systematic, repeatable methods for sourcing the data. Osano refers to these methods as "sources."

Sources can be classified into two categories:

• Systems: Automated sources that sync with Osano every 24 hours, updating the data map with new or changed information.
• People: Manual sources where respondents provide updates through questionnaires.

We recommend starting with two sources: one system-based and one person-based. This dual approach ensures a comprehensive data map.

Step 3: Review Discovered Applications

After setting up your sources, review the data applications identified by these sources.

• System-based sources will automatically sync and display new or updated applications.
• People-based sources will display applications reported by respondents after they complete their questionnaires.

Review these applications on the Discovered Data page and assign them to the relevant data stores for further processing.

Step 4: Add Information to Data Stores

With your sources in place, the next step is to enrich your data stores with detailed information. This involves:

• Assigning Owners: Identify the person responsible for each data store. This individual will provide additional information as needed.
• Classifying Fields: Determine the types of data processed in each store, focusing on critical fields such as personal information.

Navigate to the Data Stores page in the Data Mapping section to track your progress. The Completion column will show your progress toward filling in essential details for each data store.

Step 5: Visualize Information on the Data Map

Once your data stores are configured, they can be visualized on the data map.

To view your data map, navigate to the Data Map page in the Data Mapping section.

• Data stores without established data flows or vendor relationships will appear in the left-hand panel.
• Data stores with established data flows or vendor relationships will display on the main canvas, along with critical information.

The final step in building your data map is to establish data flows and vendor relationships. Once this information is added, your data map will offer a comprehensive visual representation of your organization's data landscape.