Lesson 49 of 63

Journey E, part 5: The Data Protection Officer answers the audit request

For: Data Protection OfficerAbout 5 min

What you will be able to do

In Journey D you logged the breach and recorded when the regulator was told. The audit now asks you to prove it. In this part you find the request in My audit requests, explain how the requirement was met, attach the proof as an image, and submit. An automatic check reads your answer and the file and scores it before the compliance officer sees it.

Before you start

  • Part 2 of Journey E is done: the compliance officer dispatched the requests.
  • You are signed in as the data protection officer. You need no Audit Hub permission to answer.
  • You have the proof as a file: PDF, Word, Excel, PowerPoint, CSV, plain text, or a PNG or JPG image.

Steps

  1. 1

    Find the request in My Actions

    After signing in, select My Actions. It opens on Assigned to me. The audit's requests are listed with the type Audit request, from the Audit Hub, with the due date the compliance officer set.

    • Select My Actions
  2. 2

    Open My audit requests

    Select My audit requests in the left menu; the number beside it counts what is waiting. Each request under Needs your action shows what is asked, the audit it belongs to, the due date and the evidence that is suggested.

    • Select My audit requests2
  3. 3

    Write your answer and attach the proof

    Find the request about the breach notification. In the answer box, explain how the requirement was met, with the dates. Then select Attach file and choose the proof, here breach-notification-receipt-scan.png. The file name appears under the answer.

    • Type Your answer: The breach was detected on 13 October 2026 and the notification was de…
    • Select Attach file
    • Upload Choose a file: breach-notification-receipt-scan.png
    The screen at step 3: Write your answer and attach the proof
  4. 4

    Select Submit answer

    Select Submit answer. A message says the answer was submitted and is being checked. The request moves from Needs your action to Submitted, with your answer and the file listed under Files you uploaded.

    • Select Submit answer
  5. 5

    Answer any other request in the same way

    If another request is still under Needs your action, answer it in the same way: say how the requirement is met and attach the proof. One file can serve more than one request.

    • Type Your answer: The regulator's receipt is kept with the breach record and its notice…
    • Select Attach file
    • Upload Choose a file: breach-notification-receipt-scan.png
    • Select Submit answer
  6. 6

    Read the result of the automatic check

    Wait a few seconds. The status of each request changes from Being checked to the result. The check gives a score out of one hundred and says in a sentence what it found. If it says More needed, it lists what is missing, and you can answer again. The compliance officer makes the final decision. All three people have answered. Next, the compliance officer validates the answers.

How to check it worked

Your requests are under Submitted, each showing your answer and the file you uploaded, with the status Being checked or the score of the automatic check.

Common mistakes

  • Writing that the proof is attached and not attaching it. The automatic check reads the file; without one the answer is marked More needed.
  • Attaching a file that does not show the date or the amount in question. The check, and then the auditor, look for exactly those.
  • Answering only the request you recognise. Every request under Needs your action is waiting for you.

Check your understanding

  1. 1. Where does a person with no audit role find the requests assigned to them?

    1. A.In the Audit Hub
    2. B.Under My audit requests in the left menu, and in My Actions
    3. C.They cannot see them
    Show answer

    Answer: B. Under My audit requests in the left menu, and in My Actions

    My audit requests shows only your own requests and the files you uploaded. The same requests appear in My Actions with the type Audit request.

  2. 2. What happens straight after you select Submit answer?

    1. A.The audit closes
    2. B.An automatic check reads the answer and the file and gives a score; the compliance officer then decides
    3. C.Nothing until the due date
    Show answer

    Answer: B. An automatic check reads the answer and the file and gives a score; the compliance officer then decides

    The status reads Being checked, then shows the score. More needed means the check wants something else; you can answer again.