Setting up the Privacy Utility for Electronic Signatures

Use these steps to set up the Privacy Utility for electronic signatures.

Note: Before you perform these steps to allow the use of the Privacy Utility, ensure that your company has policies in place to determine what types of personal data your Service Management system holds, and how long your company is required to retain the data.

You must have system administrator authorization to use these forms.

On the Electronic Signature Setup form, ensure that Enabled is selected for the Privacy Utility.

Caution:

If your company only operates in countries where GDPR is not required, and you do not want to restrict use of the Privacy Utility, then you can turn this option off. However, you must be aware of the consequences: when a user clicks the X-Out button on the Privacy Utility, all selected records are no longer readable, and this action cannot be reversed. If the Electronic Signature is not enabled, then you will have no record of the user who performed that action, or when it was performed.

If you choose not to require electronic signatures for the Privacy Utility, you can skip the rest of the steps in this topic.
On the Electronic Signature Reason Codes form, add at least two reason codes:
- One code to use when Privacy Utility records are printed, for example PPR.
- One code to use when replacing values with Xs on personal records, for example XPR.
On the Electronic Signature Authorizers form, add the Data Controller and Data Processor users who need electronic signature authorization in order to run reports or X-outs using the Privacy Utility.

The users you specify here must belong to the Auditor or System Administrator group in order to access the Privacy Utility.

You can restrict the user's electronic signature type only to the Privacy Utility, or leave the Signature Type field blank to allow the user to provide electronic signatures in all available areas.