Data Inventory Assessments in OT
A global information and analytics company needed help consolidating its Data Inventory Assessments and Processing Activity Records within OneTrust to improve structure, consistency, and visibility across its processing activities. The existing environment included:
- 580+ Legacy Assessments with 14 unique Assessment Templates, many incomplete or “Not Started”
- Dozens of custom attributes across multiple sub-organizations
- Legacy Assessments launched at random without primary records set
- Existing Assessment Templates built without attribute linkages
- Inconsistent and duplicated inventory record names
- Blank Inventory Records with no attributes populated
- Broken or misconfigured Report Templates
Our Approach
Our team evaluated and corrected the current state of the Data Mapping module by:
- Creating 105 Processing Activities, including 14 Local Records with Process Owners clearly identified
- Creating and building a new Managing Org and new attributes for clean consolidation
- Creating a new Processing Activity Assessment Template with attributes and risk rules configured, including multiple rounds of revision, testing, and updates
- Reviewing all 580+ Legacy Assessments and coordinating with the Client to descope 100+ outdated and incomplete Assessments
- Coordinating with the Client to define Business Departments to prioritize
- Conducting initial mapping of all Legacy Assessment responses to the new Assessment Template for client review and approval
Program Outcomes
- Created 105 Processing Activity Inventory Records and launched associated pre-populated Assessments
- Maintained a shared progress tracker and weekly metrics for transparency and clear communication
- Held 10+ working sessions to enhance client’s knowledge on Module functionality
- Identified and cleaned up attributes to build and populate Article 30 Report Template
- Uploaded ~700 documents across 105 Processing Activity Records to ensure accessibility of Legacy Documentation
- Delivered continued enhancements and recommendations throughout the engagement to gain efficiencies and enhance the overall process
- Linked all Legacy Assessment records to the relevant new Consolidated Assessments
- Provided OneTrust troubleshooting, support, and recommendations for future enhancements to maintain client trust
