Access tools on record-keeping

Welcome to the section on record keeping. Below you will find materials and resources to help you navigate this aspect of the GDPR.

You may like to start with the videos, which set out what the GDPR is and how it changes data protection in your organisation. You can use the various templates, workflows and guidance documents to get to grips with record keeping in your organisation. 

There are two types of templates.

  • Downloadable templates - these allow you to download the model policy or template, and to adapt it to your organisation

  • Generate template online - these allow you to use the online wizard to fill in your organisation's details, and download the adapted template as a pdf. 

You may have to adapt aspects of the templates further to ensure it is a good fit for your organisation. If you choose to use the wizard option, please read the policy thoroughly in advance to ensure it is fit for your organisation in its current form. 

 

 

Breach management plan - downloadable template

This breach management plan template looks at containment and recovery, assessment of ongoing risk, breach notifications, and evaluation and response

Breach management plan - generate template online

This template, which you can generate online, focuses on containment and recovery, assessment of ongoing risk, breach notifications and evaluation and response

Data breach log - downloadable template

This data breach log is created to help your organisation keep track of all data breaches. You may like to use it with the below tools, or with similar tools your organisation already holds

Data breach log - generate template online

This data breach log template can be used as part of your organisation's compliance efforts. Use the online wizard to fill in your organisation details, and download the adapted template as a pdf.

Data classification guidance - HR

Under a data classification policy, information is to be classified according to its business and personal sensitivity, i.e. the potential harm to the organisation or an individual if the information were to be compromised in any way. This guidance outlines recommendations for implementing a data classification policy.

Data retention policy template

This model policy template provides a framework for managing the records of your company.

GDPR Awareness: what is the GDPR and what does it change?

In this staff training video, Ivana Bartoletti, Head of Data Protection and Privacy at Gemserv, sets out what organisations can expect from the GDPR and how to best start preparing for this data evolution.

GDPR Awareness: where to start - record of processing activities

In this staff training video, Ivana Bartoletti, Head of Data Protection and Privacy at Gemserv, explains how to start preparing your organisation and staff for GDPR compliance.

GDPR summary: The key points for directors

This document highlights the main changes introduced by the GPDR and can be used as a simple handout to inform members of directors or the board.

GDPR summary: The key points for staff

This document highlights the main changes introduced by the GPDR and can be used as a simple handout to inform members of staff.

ICO incident report - template

This ICO incident report template is also included in 'incident management policy - template' tool, but you may prefer to keep the incident report and policy separate.

Incident management - model flow diagram

This download looks at the steps an organisation must take upon detecting a data breach.

Incident management policy - downloadable template

This is an incident management model policy template created by our expert content partners. It covers a variety of topics, including a policy statement, objective and general definitions. It also includes a number of documents which are available as separate downloads

Incident management policy - generate template online

This incident management policy template can be used as part of your organisation's compliance efforts. You can use the online wizard to adapt and generate the policy online

Incident severity assessment - template

This download focuses on crucial factors regarding incident severity, including the number of individual data subjects  affected and the potential for significant distress or damage to the customer

Logging and reporting incidents internally - template

This template for logging and reporting incidents internally is also included in 'incident management policy - template' tool, but you may prefer to keep the template and policy separate. ​​​​​​​

Model data disposal schedule

Do you know when to dispose various types of data?

Model data retention schedule

Do you know how long to keep various types of data ?

Model data subject rights request form

Use and adapt our model data subject rights request form with your organisation's data subjects

Record of activities - template

Keep a record of all your data activities, including the type of data, reason for holding the data, and the storage place of the data (where data is held).

Risk register - template

This downloadable template can be used with the 'Record of activities - template' tool to create an oversight of the data collected, processed and held by your organisation, and the inherent risks.

Special categories of data - overview

This download outlines what is included in the GDPR's 'special data' categories.

Template Subject Access Request acknowledgement letter

How should you respond to a SAR? This template letter can be adapted to the needs of your organisation.