Using a DataMap for Tracking and Measuring
'Data mapping' is considered the foundational step for any privacy program. In the past we have written about: -
Today we plan to focus on how DataMap can help with measurement and tracking of various metrics.
As a company that helps other organizations build and sustain their privacy programs, we have years of experience building and working with DataMap's and we've found that a strong and efficient DataMap has numerous benefits to a company that go beyond just meeting the privacy requirements. Data Map can help in facilitating program management, tracking risks, highlighting changes to risk and much more.
Cross-Functional Coordination
Most people think of DataMap as a visual representation of how data flows within an organization, but what is often overlooked is that a DataMap can be the tool that can support cross-functional program management.
Building effective privacy programs requires a collaborative approach that spans various departments – marketing, technology, Adtech, Analytics, IT etc. Privacy teams need to build relationships and develop communication with these teams to drive privacy initiatives.
Developing cross-functional stakeholders into privacy champions and integrating them into the privacy program is the only way to get privacy requirements into an organization's operations. While training and frequent meetings will empower the privacy champions within their respective departments, it's important for these champions to be equipped with the right tools and information to be successful. DataMap is a great tool that provides the right information to these champions. The support and cooperation of Privacy Champions within these teams is crucial for the program's daily success.
The DataMap brings teams together and aligns different efforts with the company's overall goals and initiatives. It provides transparency and tracks the progress of different stakeholders. When teams work in silos, people grow disconnected and information travels slowly. But when a tool like a DataMap is used, real-time data is easily accessible to all members through the dashboard, enabling quick and efficient communication and collaboration. Real-time data helps teams obtain an accurate understanding of events and work accordingly.
To summarize a DataMap helps connect the silos with data and metrics using technology in the following ways:
Track metrics in real time
Providing transparency around the current state to all stakeholders
Understanding how each team's efforts contribute to the overall effort
Decision rights are established and clearly stated in the data map by owners
Allows for setting up alerts, work items, notes, and notifications
Promotes transparency by assigning ownership, increasing alignment and accountability
Enables decision making based on actual, real-time data
Cross-functional collaboration is key to successfully navigating the complex privacy landscape and safeguard sensitive data. By breaking down silos and promoting a unified approach, privacy programs can ensure compliance and build trust with customers and other stakeholders.
Motivate and Manage your Cross Functional Privacy Champions
Transparency and coordination in program management can significantly impact a Privacy team's overall ability to be successful. Cross-functional teams promote streamlined decision-making and shared goals. They promote engagement. In a cross-functional team, people get to share their expertise and best practices to optimize processes. They also tend to be more agile and adaptable to emerging challenges.
Highlight Data Risks
DataMap's can help surface risks inherent in collection, storage, processing, and transfer of data. By mapping data sources, types, and flows, it's possible to comprehensively understand the organization's data landscape. This helps in uncovering hidden connections, vulnerabilities and risks.
An organization can have potential Data Risks from many factors including -
Poor data governance
Inadequate security
Inadequate vendor management
Data mapping helps organizations in identifying and prioritizing potential privacy and security risks from these and other data practices. DataMap can help is understanding and highlighting risks and track areas with maximum risk concentration.
Changes to Data Risks overtime
"In today's fast-changing environment, standing still is the fastest way to find yourself falling behind" according to Mark Cuban, and we find this to be true. Change is a requisite for any company to survive, it is an inherent component for businesses. As data and technology evolves, DataMap can help us understand how the organization's Data Risks change.
This can help organizations improve their overall data management practices and reduce the risk of data breaches. It identifies areas where data practices can be improved, such as: strengthening security measures – reducing data retention periods – and obtaining consent from data subjects where required.
Ultimately, when leveraged properly, a DataMap can track and measure various metrics to bring the organization together and align different activities and projects with the company's overall goals. To put it plainly, it is a unifying tool. But optimizing your DataMap can be challenging. It requires expertise in technology as well as experience in building and sustaining them to thrive in the long run. We'd love to help you obtain the most from your DataMap. Feel free to reach out to us via our website
