Handle an erasure request: search, plan, dry-run and submit for approval

Steps

1. 1

   Open the erasure request from the DSRs list

   In Data Protection, select DSRs. Find the request from Reem Al Falasi with the type Erasure and select View.

   • Select DSRs
   • Select View: Reem Al Falasi
2. 2

   Find the two erasure panels

   An erasure request has two panels below its details. Find this person's data runs the search. Automated erasure builds the plan from that search. Create erasure plan is greyed out for now, and the line above it says to run a search first.

3. 3

   Select Search and add a phone number

   Select Search. The search uses the email on the request. Add the customer's mobile number in Phone, so that records filed under her number are found as well. Every identifier you search with is also added to the suppression list when the erasure finishes.

   • Select Search
   • Type Phone: +971 50 555 0163
4. 4

   Select Search to run it

   Select Search. ComplianceOS looks through the systems connected on the data map. When it has finished, the panel shows Done.

   • Select Search
5. 5

   Read the search result

   The result reads found in zero of zero tables searched. The system recorded by hand on the data map is not searched, so there is nothing ComplianceOS can erase by itself: the stores must remove this customer's forms and spreadsheet row, and you record that in the request. With a connected system, each table where the person was found is listed here with its count and an Erasure work order button for the owners.

6. 6

   Select Create erasure plan

   Create erasure plan is now available, as soon as the search has finished. Select it. A plan is built from the search. It gets a reference that starts with DSR, the status Draft, and five stages: Plan, Dry-run, Approval, Execute and Verify.

   • Select Create erasure plan

   

7. 7

   Read the plan

   The plan shows four figures: Tables found by the search, Rows selected by the dry-run, Rows changed by the erasure, and Retained, which counts tables kept because of a legal hold or a legal duty. With found records, each table is listed below with its action: delete, anonymise, retain, or manual work order. Here the plan says the search found no records for this person.

8. 8

   Select Run dry-run

   Select Run dry-run. A dry-run only reads: it counts the rows that would be erased in each table and changes nothing. When it finishes, the plan shows Ready for approval. Valid until shows how long the dry-run can be relied on, which is the limit you set on the Erasure section.

   • Select Run dry-run
9. 9

   Select Show evidence

   Select Show evidence. The table lists every event on the plan: when it happened, what it was, the system and table, the counts before and after, and who did it. It holds counts, times, people and tables only, never personal values. Scroll the table sideways to read the last columns.

   • Select Show evidence (1)
10. 10

    Select Submit for approval

    Select Submit for approval. The plan changes to Awaiting approval. A note says that you prepared it, so someone else has to approve or reject it, and that it is in the approvers' inbox. Cancel plan is there if the plan should not go ahead.

    • Select Submit for approval
11. 11

    Check your request on the Approvals page

    Select Approvals in the main menu, then select My requests. The erasure plan is listed as Pending, with the step it is waiting on. Withdraw takes it back while nobody has decided. The next lesson shows the second Data Protection Officer approving it.

    • Select Approvals
    • Select My requests