Record Processing Activities (RPA) 📖

Introduction

Register of Procedures or Record Processing Activities is an application tool helping companies to be compliant with the GDPR regulation and to make an inventory of the data processing what you are doing with the concerned personal data.

Here are main features that RPA app has:

• Set by default Data Protection Officer and to which project should the application be available
• Record Processing Activities dashboard
• Edit, view, and delete records of processing activities
• Activity logs of changes

For more info please see the video (1 minute long):

Requirements

Record Processing Activities (RPA) is developed with Atlassian Forge platform. Hence, it can be only installed in Atlassian Jira Cloud product. It requires read, write, manage and storage access to your Jira account, because the Record of Processing Activities are stored in your Atlassian Cloud instance, and not shared with Unicis. Unfortunately, it can not be installed for Server and Data Jira set up.

Installation

You can install Unicis Record Processing Activities (RPA) from Atlassian Marketplace. After installation, you will be requested to grant and read access. Have in mind that Unicis RPA application requires a storage, manage, write and read access to your Jira account, however it does not share your data with Unicis. IoT is rather stays with your Atlassian Jira product.

Install via

Configuration

tip

You need to assign RPA app to dedicated Jira projects and to assign a default Data Protection Officer before using.

Click on Apps on the top header, click on Manage your apps, on the side panel under APPS click Register of Procedures Settings and you will see the below screen.

To assign a Jira already existing project to be enabled for RPA you need to click on Add Project, select from the dropdown list and assign dedicated Data Protection Officer per added project.

info

Each project added can have different assigned Data Protection Officer.

There are two actions available: Edit and Delete. Please see below details about the actions.

Edit

You can change and edit already existing projects and reassign to different DPO.

Delete

You can delete added project.

Features

Record Processing Activities (RPA) app has a several features. Such as:

• Overview dashboard for Records of Processing Activities
• No limitation of records
• You can edit and change records and have audit activity log for auditors
• You can delete RPA, without deleting the Jira ticket
• You can add as much as needed documents as an attachment to the Jira ticket

info

RPA app works with any Jira project templates, for instance software project, service project, HR service manage, legal service management, etc. There is no limitation.

For more details please see subsections.

Dashboard

RPA provides you an overview dashboard for all the records of Processing Activities that are assigned for the Jira Project.

note

Each Jira Project has own dedicated different RPAs, hence if you want to link them you will need to use link Jira feature.

The dashboard provides you an overview of the:

• Register of Procedures
• Status
• Assigned DPO
• Review of the process
• Data Transfer
• Special Category of Personal Data and
• Actions (Edit/Delete)

Add

Open a Jira issue/ticket that you would like to assign a Record of Processing Activities. When click on three dots on the right top corner ... -> Register Record of Processing Activities.

On the next dialog, provide an input on all 5 stages by clicking Next.

caution

Currently there is no Back possibility feature implemented on the Dialog due to the Forge UI limitation. If you need to make changes please update the record via edit feature.

info

You can always know in which steps you are from the above title name of the Dialog: 1/5.

Steps:

1. Description/Stakeholders
2. Purpose and Categories
3. Recipients
4. Transfer
5. Security Measures/TOMs

note

On each steps you have an info and warning messages for more details and explanations!

Edit

Two possibilities to Edit/Update a records for RPA.

1. Via the dashboard by clicking Edit icon.
2. Via the Jira issue edit by clicking on three dots on the right top corner ... -> Register Record of Processing Activities.

View

You can view the Register of Procedures by clicking on the View Register of Procedures icon on the Issue Panel. You will see a tabs for five steps and its records assigned:

1. Description/Stakeholders
2. Purpose and Categories
3. Recipients
4. Transfer
5. Security Measures/TOMs

Delete

You can remove Register of Procedure by clicking on trash bin button icon.

tip

Before you delete a record you will be prompt with a dialog if you are sure to remote the Register of Procedure record, and informing you that your Jira issue will not be removed.

danger

After clicking on Delete you are not going to be able to return the record of Register of Procedure!

Activity logs

It can be accessed when you open the Jira ticket and on Activity sections click Records of Processing Activities.

We only display changes of the records, such as:

• Created
• Deleted
• Updated

The format of displaying the changes is as follows: Example 1:

[Author] created the Record of Processing Activities (Date format M/DD/YYY H:MM AM/PM)

Example 2:

[Author] updated the Category of Perosnal Data (Date format M/DD/YYY H:MM AM/PM)
Video data -> Audio data

Pricing

Please check the Atlassian Cloud app pricing overview.

Technical details

Record Processing Activities (RPA) is build in Atlassian Forge UI kit components with the following components:

• ProjectPage
• IssueAction
• IssuePanel
• IssueActivity
• AdminPage

It requires the following permissions scope:

• read:jira-work
• write:jira-work
• manage:jira-project
• storage:app