Before you create a record of processing activities, you should maintain and prepare the important master data such as data categories, data origins, storage periods, system categories, recipient categories etc. (cf. Article 4 to Article 11 GDPR). To do so, navigate to the “Categories” navigation section and select the category that you would like to edit.

For each category you will be shown an overview of the most common data sets.

Select one of these data sets or create a new data set using the 'New' tool in the tool bar in the top right corner of the screen. You can choose from a series of templates in the right-hand overview using the 'Templates' tool. Describe your selection in more detail and then save it via the 'Add' symbol .

The 'Publish' tool can be used to share the entries you created as templates with other companies (community function).

Continue in the same manner and create all the necessary entries in the categories. If a template is not available, create it as 'New'.

Under “Storage Periods”, please check whether all the necessary retention and storage periods are published. Akarion provides a series of retention and storage periods for Austria. This is only possible to a limited extent for other countries because other European countries do not provide them in a collective manner. If you have any queries about this, please contact your data protection officer, law firm or chamber.

In the “Departments” category you can create the departments of your organization. Examples of this have already been added: Accounting, marketing, sales, legal department, human resources department etc. If you do not have a department of these kinds, it may be wise to create a fictitious “Data protection” department. Delete all the departments that you do not need (Akarion templates). You will find a detailed description on the creation of departments in the Practice: Working with NiōBase section.