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Data Element

Centralize and Govern Your PII Data Elements​

The Data Element Module in Open Source SAHAJ enables organizations to identify, catalog, and manage all PII data elements collected across products, services, and collection points.

It acts as a single source of truth for managing PII-related data elements for:

  • Notice planning.
  • Consent management.
  • Auditing and compliance reporting.

This module seamlessly integrates with automated discovery tools or allows manual entry by privacy teams, making data lifecycle management transparent and efficient.

Problem Statement​

Organizations today collect personal data from multiple channels — apps, websites, forms, and third-party integrations. Challenges include:

  • Fragmented View: No single dashboard of all PII data elements collected.
  • Inconsistent Classification: Different systems use varying names and categories for the same data element.
  • Compliance Risk: Hard to link data elements to consent purposes and notices.
  • Manual Processes: Privacy managers often rely on spreadsheets, leading to errors and outdated information.

Without a centralized approach, it’s difficult to maintain compliance with DPDPA principles like purpose limitation and data minimization.

How the Module Helps​

FeatureBenefit
Automated Data Element IntegrationIngest PII data element lists directly from discovery and classification tools (e.g., BigID, OpenMetaData, DPSM).
DataVeda IntegrationPull standardized PII data elements from the DataVeda directory (Indian-context specific) with recommended security practices, consent purposes, and lifecycle guidelines.
Manual EntryPrivacy managers can quickly add or edit data elements manually through a user-friendly interface.
Single DashboardView all PII data elements along with purpose, collection point, and retention details in one place.
Audit and ReportingEasily generate audit-ready reports of data elements, consent linkages, and notices.

Key Functionalities in Detail​

1. Automated Data Element Integration​

  • API Integration with Discovery Solutions: Import PII data elements detected by tools like BigID, OpenMetaData, or DPSM.
  • Real-Time Updates: Automatically update the catalog when new data elements are discovered.
  • Metadata Sync: Capture key attributes such as name, domain, sensitivity level, collection point, and consent purpose.

2. DataVeda Directory Access​

  • Pre-Built Indian Context: Leverage DataVeda’s directory of common PII elements with predefined:
    • Security recommendations.
    • Consent purposes.
    • Retention practices.
    • Associated legal references.
  • Plug and Play: Import standardized definitions into SAHAJ CMP to speed up compliance planning.

3. Manual Entry for Privacy Managers​

  • Add new data elements manually via a simple “Add Data Element” button.
  • Associate each data element with:
    • Data domain (e.g., Finance, Customer Relations, HR).
    • Consent purpose(s).
    • Retention policy.
    • Risk classification (low, medium, high).
  • Edit or retire data elements as systems evolve.

4. Unified Dashboard​

  • Categorization: Organize by product, collection point, or processing purpose.
  • Search and Filter: Quickly find data elements by domain, purpose, or risk.
  • Relationship Mapping: Link data elements to notices, consent forms, and processing workflows.

5. Notice Planning & Auditing Support​

  • Automatically populate privacy notices and consent forms with data element information.
  • Create a clear audit trail showing:
    • When a data element was added.
    • What consent purposes are linked.
    • Security and retention policies applied.
  • Export data element catalogs for regulatory inspections or internal audits.

Implementation Flow​

  1. Connect Discovery Tools:

    • Use APIs to integrate BigID, OpenMetaData, DPSM, or your classification system.
    • Import detected data elements and their metadata.

  2. Leverage DataVeda Directory:

    • Pull standardized PII data definitions to create a baseline catalog.
    • Map imported data elements to recommended security and retention practices.

  3. Manual Curation:

    • Privacy managers add or adjust data elements manually where automated detection is insufficient.
    • Associate each element with consent purposes, notices, and retention policies.

  4. Operationalize:

    • Use the dashboard to plan notices, link data elements to consent modules, and maintain up-to-date inventories.
    • Generate reports for audits or compliance reviews.

Privacy & Compliance Features​

  • Data Minimization: Only store necessary metadata about PII elements, not the actual PII itself.
  • Purpose Limitation: Link every data element to explicit consent purposes and retention policies.
  • Audit Readiness: Track all additions, modifications, and retirements of data elements in immutable logs.
  • Role-Based Access Control: Restrict who can add, edit, or export data element information.

Best Practices for Using the Module​

  • Automate First: Connect your discovery tools to ensure the catalog stays current.
  • Standardize: Use DataVeda’s Indian-context directory to avoid inconsistencies.
  • Link Everything: Associate each data element with its notice, consent purpose, and retention plan.
  • Audit Regularly: Review the catalog quarterly to catch gaps or outdated classifications.
  • Collaborate: Involve product owners, security teams, and privacy managers to maintain accuracy.