Picture you are on Family Feud in the final round and Steve Harvey has “Data Mapping” as a topic. He asks the team from your organization “Name the top five places your company gets data from”? Would you know the answers? You might if you had a Data Map.
A Data Map is a visual or digital representation that outlines how data moves through your organization. It tracks the lifecycle of data from its entry into the system, through its processing and storage, to its eventual archiving or deletion. Essentially, it serves as a detailed inventory that shows where data is located, how it’s used, who has access to it, and how it is transmitted across different departments and systems.
What kind of data are we referring to? Data in this instance refers to data that is collected, stored, processed, and used by an organization. It can be anything from customer contact information to market research, transactions to network traffic. All data including financial, operational, and technical can and should be part of a Data Map.
Data Maps should include what kind of data your company collects, the type of data, the owner of the data, where it’s located, how it flows in and out of your company, what level of sensitivity the data is how it’s used across different processes and applications, and any quality metrics of the data. Policies should include data retention and deletion protocols as well as security controls used to protect the data.
A great example is a cookie file – whether first party or third-party cookies – what kind of data do the cookies collect (user preferences, session information, tracking data etc…), where does that data get stored, and how is it processed, used, or transmitted. Mapping cookie data is also a large part of regulatory compliance.
Why You Need a Data Map
- Regulatory Compliance. As stated above, one main reason to have a comprehensive Data Map is to ensure regulatory compliance. With 19 and counting state data privacy laws companies are required to know where personal data is stored, how it is processed, and who has access to it. A Data Map is a vital tool for maintaining compliance, as it allows organizations to demonstrate how they manage and protect personal data. Without it, responding to regulatory inquiries and ensuring compliance can be time-consuming and fraught with risk.
- Enhanced Data Management and Governance. Data is spread across various systems and locations, so managing it effectively can be challenging. A Data Map provides a comprehensive overview, enabling businesses to manage their data assets more efficiently. It helps identify where sensitive data resides, ensuring that proper governance measures are in place.
- Risk Management and Security. It’s tough to manage risk if you don’t know where it is so understanding where data is stored and how it flows within the organization is critical for identifying potential vulnerabilities. A Data Map helps pinpoint where sensitive data may be at risk, allowing companies to implement stronger security measures and mitigate the chances of data breaches.
- Data Requests. Consumers are more aware of their data rights and companies must be prepared to handle data subject access requests (DSARs). A Data Map enables quick identification and retrieval of personal data, making it easier to comply with such requests in a timely and compliant manner.
Updating Policies
The insights gained from this exercise should feed directly into updating your organization’s privacy policies. First, as data regulations change, so should your policies. We know that this continues to be an evolving if not whiplash inducing areas. Your practices must be aligned with current data flows and risks. This alignment not only strengthens compliance but also builds trust with customers and stakeholders. By integrating data map insights into your policies, you can address any identified gaps in data protection and safeguard sensitive information more effectively. This also allows you update risk management strategies to reflect current risks and vulnerabilities. Perhaps most importantly though, transparent data practices help maintain consumer trust. Consult a lawyer or other counsel who can help you develop policies that reflect your Data Map.