FAQ
FAQ: Document Management
Q What types of documents can I upload?
A Privacy Lock allows you to upload a variety of document types, including:
- Privacy Policies
- Data Protection Agreements
- Data Protection Impact Assessments (DPIAs)
- Records of Processing Activities (RoPA)
- Financial Data Disclosures
- And other key compliance-related documents.
Q How do I upload a new document?
A To upload a new document, click the “Upload” button on the Document Management page. From there, you can select the file you want to upload and assign it a version number to keep track of updates.
Q How does version control work in Privacy Lock?
A Privacy Lock’s version control system allows you to track updates to each document. When uploading a new version of a document, you can specify the version number (e.g., v2.0). The system will automatically store previous versions for reference, ensuring a clear audit trail for compliance purposes.
Q What are Fillable Forms?
A Fillable Forms are pre-configured templates designed to help you quickly generate key privacy compliance documents, such as:
- Records of Processing Activities (RoPA)
- Data Protection Impact Assessments (DPIAs)
- Financial Data Disclosures
- These forms guide you through the necessary fields to complete, helping ensure compliance with GDPR and CCPA requirements.
Q Can I preview documents before downloading?
A Yes, you can preview any uploaded document by clicking the “Report Preview” button. This allows you to review the document in its entirety before downloading or making changes.
Q Can I delete old documents?
A Yes, you can delete outdated or unnecessary documents by clicking the trash icon next to the document. However, be mindful of your organization’s retention policy for compliance purposes, as some documents may need to be kept for a specified period.
Q What file formats are supported?
A Privacy Lock supports a variety of document formats, including:
- Word files (.docx)
- Other common text-based formats that are crucial for privacy policy management.
Q How do I manage document permissions?
A Document permissions can be managed through your user management settings. You can specify which users have access to view, edit, or upload documents, ensuring that sensitive policies are only handled by authorized personnel.
Q What are the benefits of using Privacy Lock’s Document Management?
A
- Centralized Storage: Keep all your privacy-related documents in one secure place.
- Version Control: Easily track changes and updates to important documents.
- Compliance: Ensure that your organization’s privacy documentation is always up-to-date and in line with regulatory requirements.
- Automation: Use fillable forms to quickly generate essential privacy compliance documents.
- User Permissions: Control access to sensitive documents, ensuring compliance with internal policies.
Q Can I set document reminders or reports?
A Yes, Privacy Lock allows you to set document reminders for reviews or updates, as well as generate monthly reports on document changes or newly uploaded files. These features help you stay proactive in maintaining compliance.