Manual

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This page gives a step-by-step description of various aspects of the QUEST records of processing activities website. For some introductory background information, go to about this page.

Table of Contents

Introduction

This page provides a more technical description of the inner workings of this website. The aim is to create a list of IT processing activities carried out at the QUEST Center for Responsible Research. This then forms the basis for the QUEST records of processing activities, in accord with article 30 GDPR.

Manual_for Users

In a first step, QUEST members are requested to fill out a form collecting some information about the IT processing activity in use.

Add Item

The form Add Item consists of the following form fields:

Contact Information
Here, some minimal contact information about the person, who fills this form is requested. These are the last name, first name, and an email address. All these fields are required. The email address must end on .charite.de, .bih-charite.de, or .mdc-berlin.de.
Technical, Application, and Generally Responsible
Then, a number of persons need to be identified, who are knowledgeable about the processing activity to be registered. These are (i) a technically responsible person, followed by (ii) an application responsible person, and (iii) a generally responsible person. These fields are not required, but will help in the curation process. If in doubt, leave them blank.
Information on Processing Activity
The fields title and description form the main building block of an record of processing activity entry. Please be concise here. The description should not exceed one paragraph.
Additional Remarks
Any additional information, that could help the curation process, can go into the additional remarks section.
Classification
Lastly, you are asked to apply a basic classification on the processing activity in question. These are (i) are there person-relateable data of any kind involved? And, (ii), if so, what is the sensitivity of those data? At the Charité four data categories exist. For a definition, see the chapter Classification: Personal Information and its Sensitivity.

Clicking on submit enters the form input into a database. In the process, a random 8 character string is generated. This handle can then be used at a later date to view, edit, or delete that particular entry.

Edit Item

The form Add Item consists of the following form fields:

Handle
An input field for the previously obtained handle. This field is required.
View, Edit, Delete
Choose the desired action to update or delete the item in question.

Clicking on submit updates this particular entry in the database.

Manual for Curators

In a second step, the information on IT processing activities, collected in this way, needs to be curated so that an entry into the QUEST records of processing activities can be established.

View Submitted Items

Since the number of submitted items can potentially become quite large, these data sets can be filtered according to a variety of selection criteria.

The form View Submitted Items consists of the following form fields:

What
Display all items (nothing checked), or items, that are not checked out yet, or are already checked out. More on checking out items in the next chapter.
Personal Information
Display all items (nothing checked), or items, that do or do not contain personal information.
Sensitivity of Personal Information
Display all items (nothing checked), or items, that fall in the low to medium or medium to high category.
Sort By
Display the items either sorted by the date and time of creation (the default), or by the date and time of the last update.
Sort Order
Sort in ascending, or descending order (the default).
Limit
Limit the displayed results, default 20.
Offset
For large data sets, offset the range of displayed results, default 0.

Clicking on submit displays an overview of the submitted items in tabular form.

For each item, a context sensitive selection menu is displayed. The options are:

View
View all data of that item.
Delete
After viewing - and possibly coming to the conclusion this item contains insufficient, or false information - on can delete this particular item.
Check In / Check Out
Having curated this particular item in that manner, it then can be checked out, thereby being visible in the processing step described in the next chapter. Checked out items can also being checked in, making them invisible in the next processing step.

View Checked Out Items

As described in the last chapter, the submitted items that contain personal information and have been checked out in the previous step, can be filtered according to several selection criteria.

The form View Checked Out Items consists of the following form fields:

Sensitivity of Personal Information
See last chapter.
Sort By
See last chapter.
Sort Order
See last chapter.
Limit
See last chapter.
Offset
See last chapter.

Clicking on submit displays an overview of the checked out items in tabular form.

For each item, a context sensitive selection menu is displayed. The options are:

Create Entry
This creates a new, empty entry in the database that constitutes the records of processing activities.

After an entry is created in that way, a new context sensitive menu appears. The options are:

View Entry
This option shows the current status of the entry in question to the records of processing activities.
Edit Entry
Here you can enter all the information that constitutes an entry to the records of processing activities, in the form suggested by the GDPR. The following form, among other things, offers the opportunity to publish this entry. It then appears in the records of processing activities, see the next chapter.
Delete Entry
This deletes an entry to the records of processing activities.

View Records of Processed Activities

The final step then offers the opportunity to format the records of processing activities in several ways.

The form View Records of Processed Activities consists of the following form fields:

Table of Contents
Add a table of contents to the records of processing activitiesw.
Tabular Overview
Adds a tabular overview of all the entries to the records of processing activities.
Details for each entry
In addition, all the details entered in the previous step are listed.
Printer Friendly
Create a printer friendly verswion

Clicking on submit finally produces a current, curated QUEST records of processing activities.

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