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Organization Management

Organization Management Module – Centralize Your Privacy Operations​

Managing privacy operations across an organization can be complex. The Organization Management Module within Open Source SAHAJ empowers Data Fiduciaries to structure, delegate, and monitor privacy-related tasks in a secure and scalable way.

This module enables you to:

  • Create departments.
  • Define roles and permissions.
  • Implement Role-Based Access Control (RBAC).
  • Invite and manage team members involved in privacy operations.

Problem Statement​

Even with a Consent Management System in place, many organizations struggle with internal coordination and accountability around privacy operations. Common pain points include:

  • Fragmented Ownership: No single view of which department handles which aspect of compliance.
  • Inconsistent Permissions: Risk of unauthorized access or accidental policy changes due to lack of RBAC.
  • Lack of Transparency: Difficulty tracking who did what and when in privacy operations.
  • Scalability Challenges: Onboarding new team members and departments becomes manual and error-prone.

These gaps increase compliance risks, create audit challenges, and slow down incident response.

Why Organization Management Matters​

The Organization Management Module solves these issues by offering:

  • Centralized Control: Manage all privacy-related operations from one dashboard.
  • Structured Delegation: Assign responsibilities to the right people with the right permissions.
  • Audit-Ready Oversight: Track actions by role, department, and individual for compliance reports.
  • Scalable Privacy Governance: Onboard teams and departments seamlessly as your organization grows.

How the Module Helps​

FeatureBenefit
Department CreationOrganize privacy operations by business unit or function. Helps align accountability to data processing activities.
Role CreationDefine roles such as Admin, Auditor, DPO, Legal, Compliance Analyst. Customize permissions to your organization’s needs.
Role-Based Access Control (RBAC)Control which users can view, edit, or administer privacy settings, ensuring principle of least privilege.
Team InvitationsEasily onboard employees or external partners to manage privacy operations collaboratively.
Audit LogsTrack every change (role assignment, department update, invitations sent) to demonstrate compliance and accountability.

Key Functionalities in Detail​

1. Department Creation​

  • Create and manage multiple departments (e.g., Legal, IT Security, Product, Customer Support).
  • Assign privacy-related tasks or data processing responsibilities to departments.
  • Link consent processing activities to their respective department for clear accountability.

2. Role Creation​

  • Predefine standard roles such as Administrator, Data Protection Officer, Auditor, Department Manager, Operator.
  • Customize permissions per role to match organizational requirements.
  • Support multi-level access controls (view, modify, approve).

3. Role-Based Access Control (RBAC)​

  • Grant fine-grained permissions based on the principle of least privilege.
  • Ensure sensitive settings can only be changed by authorized roles.
  • Integrate with Single Sign-On (SSO) or Identity Provider (IdP) for authentication.
  • Support Multi-Factor Authentication (MFA) for critical operations.

4. Invite Team Members​

  • Add team members using email invites.
  • Assign roles and departments at the time of onboarding.
  • Manage active, pending, or revoked invitations from a single panel.
  • Track user activity to understand engagement and compliance readiness.

5. Audit and Oversight​

  • Maintain immutable logs of every action taken by team members.
  • Generate role-based audit reports for regulatory or internal reviews.
  • Monitor user activity to quickly identify anomalies or policy breaches.

Implementation Flow​

  1. Initial Setup: Admin creates organization structure and departments in the module.
  2. Role Designation: Admin defines roles and assigns permissions per department.
  3. Team Onboarding: Admin invites team members and assigns them roles.
  4. Operational Use: Team members perform privacy tasks (consent checks, grievances, audits) within their permission scope.
  5. Oversight: Admin/DPO reviews audit logs and compliance dashboards for continuous monitoring.

Security & Compliance Features​

  • MFA + SSO: Secure authentication for all team members.
  • Granular Permissions: Fine-tuned access to sensitive data.
  • Immutable Audit Logs: Compliant with DPDPA’s accountability requirements.
  • Data Minimization: Role-based restrictions ensure only necessary access is granted.

Best Practices for Using the Module​

  • Map your organization’s data processing activities to corresponding departments.
  • Keep roles and permissions updated to reflect organizational changes.
  • Regularly review audit logs to ensure no unauthorized access.
  • Train invited team members on their responsibilities under DPDPA.