Edit IAR and/or RoPA and upload changes
Edit the CSV file using a spreadsheet tool
Open the Excel or csv file that you have downloaded from the “Download IAR/RoPA/Combined register template” option described above or from a subsequent download of your own RoPA. You can use Microsoft Excel, Google Sheets or any other spreadsheet package that lets you open the file, edit it and save it back in Excel or csv format.
The spreadsheet has columns A to AW as listed here:
| Column | Column heading | Notes | |
|---|---|---|---|
| A | Data Controller Name |
Columns that apply to your whole organisation. You need only fill in the first row |
|
| B | Data Controller Email | ||
| C | Data Controller Address | ||
| D | Data Controller Telephone | ||
| E | Data Protection Officer Name | ||
| F | Data Protection Officer Email | ||
| G | Data Protection Officer Address | ||
| H | Data Protection Officer Telephone | ||
| I | ID |
Identifier that is assigned automatically to a new entry and used to identify an existing entry that you are editing or deleting. Invalid identifiers are ignored. |
|
| J | Retention ID |
Records retention record type identifier, which indicates where data for the pre- populated fields comes from |
|
| K | Business Function |
Pre-populated business function name that you can change if you have a strong preference for using your own function names |
|
| L |
Service ID (download only) |
Columns that are pre-populated according to the record type and cannot be changed |
|
| M |
Service Name (download only) |
||
| N |
Service Legislation Name (download only) |
||
| O |
Service Legislation Power Or Duty (download only) |
||
| P |
Records Description |
Pre-populated according to the record type but can be changed to use your own description of the records. Often useful if you have the same record type in different business areas. | |
| Q |
Contains Personal Information? |
Pre-populated according to the record type but can be changed | |
| R | Contains Special Information? | Pre-populated according to the record type but can be changed | |
| S |
Impact Level (download only) |
Pre-populated according to the record type but can be changed | |
| T |
Legal Or Business Requirement? (download only) |
Columns that are pre-populated according to the record type but can be changed if your records do not match the default | |
| U |
Retention Legislation Name (download only) |
||
| V |
Retention Legislation URL (download only) |
||
| W |
Retain Permanently? (download only) |
||
| X | Retention Requirements |
Retention requirements pre-populated from the guidance. You can change this locally if you wish |
|
| Y |
Notes (download only) |
Columns that are pre-populated according to the record type and cannot be changed | |
| Z | Data Processing Name |
Columns that describe your own RoPA records. These should be filled in by you in the spreadsheet and/or online. |
|
| AA | Data Processing Email | ||
| AB | Data Processing Address | ||
| AC | Data Processing Telephone | ||
| AD | Processing Purpose | ||
| AE | Joint Processor Name | ||
| AF | Categories Of Individual | ||
| AG | Categories Of Personal Information | ||
| AH | Categories Of Recipients | ||
| AI | Contract Link | ||
| AJ | Details Of Transfer | ||
| AK | Safeguards | ||
| AL | Security Measures | ||
| AM | Legal Basis For Processing | ||
| AO | Asset Owner name |
Columns that describe your own IAR records. These should be filled in by you in the spreadsheet and/or online. |
|
| AP | Asset owner email | ||
| AQ | Asset owner address | ||
| AR | Asset owner telephone | ||
| AS | Asset type | ||
| AT | Asset location | ||
| AU | Key asset | ||
| AV | Type | Denotes whether the record is in your ROPA, your IAR or Both. Will be preset to ROPA if you are only keeping your RoPA and IAR if you are only keeping your IAR, otherwise must be specified. | |
| AW | Delete | Enter “yes” here if you want to delete the RoPA record identified by the ROPAID column. All other values are ignored. | |
When you are completing rows for your RoPA you can populate the category fields with any text values you want, but these are the standard lists of values offered. Use the standard categories unless your organisation has agreed different values for good reason.
Categories Of Individual
- Employees
- Customers
- Members
- Patients
- Pupils
Categories Of Personal Information
- Contact details
- Health data
- Financial information
- Employment data
- Education data
- Race
- Ethnic origin
- Politics
- Religion
- Trade Union membership
- Genetics
- Biometrics (where used for ID purposes)
- Health
- Sex life
- Sexual orientation
Categories Of Recipients
- Suppliers
- Credit reference agencies
- Government departments
- Court and police services
- Banks and insurance companies
If more than one category applies for a single RoPA record, put a “|” symbol between each category. For example “xxxxx|yyyyy”. The “|” is known as a “pipe” symbol. It usually comes above the “\” at the bottom left of a PC keyboard.
Follow the instructions to upload your IAR/RoPA/Combined register.