Perform search and update personal data

Flowchart

Workflow

Use this process to perform a search and update personal data per data subject.

1. Create data subject run

   • Start 'Data Subject Run. Open' (CMS210).
   • Specify data subject run and create a record using option 1='Create'.
   • Specify a description of the data subject to run on (CMS210/E).

     The default status for newly created data subject run is 20-'New'. You can specify one or several records of data subject run that you wish to process.

2. Add data subject run lines

   • Connect a data subject run line in 'Data Subject Run. Open Lines' (CMS211) which is called from (CMS210) using related option 11='Open Run Lines' or access it directly.
   • Assign a run line number to create a record. It can be manually or automatically assigned per line entry.
   • Select option 1='Create'.
   • Specify a description of the data subject run line.
   • Specify the company source and select data subject where the personal data is to be searched and updated.

3. Define search data

   • Open 'Data Subject Run. Set Search Data' (CMS214). It can be started directly or called from (CMS211) using related option 11='Open Search Data'. A record is proposed based on the type of data that is searched from (CMS075) by sequence.
   • Specify the search data that should be searched and found in the system.

4. Run search function

   • Select related option 20 = 'Search' from (CMS210) to perform the search.

     The status is updated based on the activity being processed. It is updated to 25-'Search in progress' when the search process is in progress. Once it is finished, it updates to 30-'Search finished'. You can interrupt or stop the search process using related option 21='Stop Search' and the status will revert to 20-'New'. The lowest and highest status depend on the line level that is being processed.

     The search start date and end date are updated at the time you perform the data search function.

     When the batch job is completed, you can view the search result in 'Data Subject Run. Open Search Result' (CMS212) and the recommended actions for the personal data in 'Data Subject Run. Review Action' (CMS213).

     Note: Ensure that all active search fields in (CMS075) have corresponding active actions in (CMS076).

5. View search results

   • Open 'Data Subject Run. Search Result' (CMS212) to view the search results. It can be accessed directly or called from (CMS211) using related option 12='View Search Results'.

     The search result will display the equivalent data found from the system and the method used during the search that can be done through Enterprise search and manual table reading. The result only displays active entries from (CMS075). You can export the result with the tool 'Export to Excel'.

     A corresponding browse program can be opened to make sure the correct record is found using related option 20='View Data Subject'.

6. Print search results

   • Open 'Data Subject Run. Print' (CMS225) to print the search results. It can be accessed directly or called from (CMS211) using related option 6='Print'. The selection panel (CMS225/E) allows you to define the specific search results you want to print.
   • You can also create a report version using (CMS225/B). Select option 9='Run' to generate the report CMS226PF.
   Note: Ensure that user output settings are defined before printing. See the Output Management section in the M3 Application Foundation User Guide.

7. Review action

   • Open 'Data Subject Run. Review Action' (CMS213) to review the action to be taken for the personal data. It can be accessed directly or called from (CMS211) using related option 13='Review Actions' or called from (CMS212) using related option 11='Review Actions'. The default status of the record is 20-'New'. It will display the old data from the system and the new data that is proposed from (CMS076). You can view the corresponding browse program of a record that is subject for an update using related option 20='View Data Subject'.
     Note: Records found that a user wishes not to include should be deleted in (CMS211), (CMS212), and (CMS213).

8. Run 'Execute' function

   • Select related option 22='Execute' in (CMS210) to apply the action to the personal data.

     The status is updated to 85='Update in progress' when the update is still in process. Once the update is completed, it is updated to 90-'Done'. The execute start date and end date are updated at the time you perform the 'Execute' function.

     You can mark the record as done in (CMS213) using related option 21='Mark as done' when the action for manual update has been applied.

     The status should be raised to 90-'Done'. If the action is performed by the system, the status is automatically updated to 90.

     The records with anonymous key as assigned action are saved in 'Anonymous Data Subject. Open' (CMS220) once the update of personal data has been completed.