Documents and Training
The Documents and Training area provides you with a filing system for storing your GDPR related documentation.
Within this area you have the facility to create a directory structure.
Folders can be created within your organisation folder e.g. Policies, Training, SARs and FOIs
A Trust level folder is available to share documents across all the schools within a Trust
The Documents and Training area will make up part of the evidence that you are complying with GDPR. Under GDPR it is a requirement to demonstrate that all staff have undertaken Data Protection training. You can also access our free GDPRiS resources here.
GDPRiS Pro Resources is a new area and holds everything a developing DPO needs, to
become compliant on the compliance pathway. Not only are there a wealth of bespoken and
unique resources but also a unique tool to simply and effectively produce a Data Protection
Impact Assessment for all processing activities.
Navigate to the Documents and Training Area
When you log into the GDPRiS system, you will be taken to the dashboard.
Use the navigation menu on the left-hand side to navigate to the page.
Documents and Training Area
In the Documents and Training section you will be able to create a directory structure of your choosing. This directory can be used to store various file types and to collate your GDPR compliance documents, training documents etc.
When you first come to the Documents and Training section, it will be empty. The top-level school folder highlighted in the screen shot below is where you can start to create your folder structure and upload files.
In the top right-hand corner of the page, you will find a link to our customer only free resources
This folder contains various GDPR resources which you can use to help your school improve its understanding and compliance in data protection.
Note: Files found within the GDPRiS folder are downloadable but are not editable.
Pro Resources Folder
GDPRiS Pro subscribers will find this service everything, a developing DPO needs, to become compliant on the compliance pathway. Not only are there a wealth of bespoken and unique resources but also a unique tool to simply and effectively produce a Data Protection Impact Assessment for all processing activities.
Our resources are available to guide you through Data Information Governance to ensure you organisation responds to its duties to keep personal data safe.
Your Information Governance team will be provided with a management process of accountability and responsibility from the board down, to ensure data protection compliance.
We provide example Policies and Procedures to support and direct you in records management, information security and data sharing. In addition, you will find documentation for Suppliers and Processors which links to the data maps in the GDPRiS software.
Data Protection is not a ‘one-off’ event. The GDPRiS Support Team will be on hand to prompt GDPRiS Pro customers only, to ensure they continue to monitor and review compliance and the effectiveness of data handling and security controls.
Your Record of Processing Activity, RoPA will be an integrated part of our activities. GDPRiS Pro users will have available templates for evidence recording against specific individuals or groups.
Data Protection by Design is at the heart of all we offer and promote. We will show you processes for Data minimisation, Pseudonymisation, Transparency and IAs/DPIAs. Our DPIA tool is unique in the Data Protection services market. We will help you understand how important it is to carry out these reviews which will result in you producing professional documentation linked directly to the way you process data.
Without doubt Training and Awareness of Data Protection principles are key to a successful and sustainable data safe environment. GDPRiS Pro users will have access to a needs-based training programme for all staff covering Induction, refresher and specialist training, review and KPIs.
You must make sure that all your data subjects, and their carers, are fully informed of their rights and how they can ask for more details. Fair Processing and effective Communications evolves through clear communications for individuals about the processing and sharing of their personal data.
You will find some smart templates to help with Risk Assessments with guidance on which areas to prioritise. GDPRiS Pro customers will be reminded at all times of the need to fulfil an individual’s rights of data processing with clarity, safely and within the law. Data Quality and its Retention will ensure that data processed is accurate and retained for no longer than is necessary.
Information Security is key, and we offer GDPRiS Pro customers pointers to appropriate security measures for data which is received, stored, processed, or transmitted
We are here to help with Subject Requests Disclosures. We’ll advise on procedures to respond to subject requests or ad hoc 3rd party requests including documents of information sharing procedures and decisions.
GDPRiS Pro Folder Structure
This folder contains the suppliers information such as links to their Privacy Notice, Terms and Conditions, Cookies Policies and other information regarding their products. You can add your own documents pertaining to said supplier in this section.
If you have generated a Screening Questions, Compact or Full DPIA when selecting or managing suppliers, they will be available within the relevant supplier/product folder.
Create a new folder
To create a new folder, make sure you are in the relevant folder where you want the folder to be located. Click New Folder (This will open a popup window)
Add a folder name
Decide what access each user type will have to this file.
Click OK when you are finished making changes.
If your school is a Trust/MAT/LA/Academy etc, you can put a tick in the box for “Do not share with schools” so that the folder will only be visible in your top level organisation and not your associated schools.
Note: Folders currently cannot be moved.
Upload a File to a Folder
To upload a file, make sure you are in the relevant folder where you want the file to be located.
Click Upload File
Browse for the relevant file or add a website URL
Change the name of the file if you want it to be listed as something different to its original name.
Decide what access staff will have via the DP Staff and General Staff permission drop down boxes.
Put a tick in the “Require Acknowledgement” box if you need to track that your staff have read and understood a document.
Click OK once you are happy with all the changes.
Note: The user uploading the file will have access to the file being uploaded regardless of what the access rights are however, if that users user type does not have permission to write to the file, they will not be able to modify the document i.e. make changes to the documents name, permissions or change the files location.
When someone uploads a document with “Require Acknowledgement” selected, they will see one of the following icons appear next to it.
! = This is an indication that there is a new document for users to read and mark that they have read and understood said document.
= This red box will appear meaning that users have downloaded the document and it is for them to click on this red box to acknowledge that they have read the document.
= This green ticked box indicates that the user has downloaded said document and that they have read and understood the contents of said document.
Note: The user who uploads a document will not see the yellow exclamation mark, they will immediately see the red box. This is because, as they are the user who uploaded the document, they
Upload a File to a Supplier
Documents relating to a specific supplier i.e. a Data Sharing Agreement or a DPIA can be uploaded to that supplier on the Documents and Training page of the portal
Navigate to the Suppliers folder in Documents and Training
Open the folder you wish to add a file to
Click ‘Upload File’
Browse for the file to be uploaded
Fill in any details necessary
Set staff permissions
User can move files via the three dots on the right-hand side of the page under the Actions column:
Select the folder which you would like to move the file to and then click OK.
Delete a folder
If a folder is empty it can be deleted using the Delete icon.
Click OK on the popup window.
NB. If the folder contains files these need to be deleted before the folder can be deleted
Files can be deleted using the Delete icon
Once the Delete icon is clicked you will see a warning pop-up
Click YES to delete the file
*Please note that if you delete a file and want to upload a new file with the same name you will need to delete the old file from the recycle bin first *
Deleted files will go into the recycle bin.
Files can be deleted from the recycle bin using the Delete icon
Once the Delete icon is clicked you will see a warning pop-up
Click OK to permanently and irrecoverably erase the file
Restore deleted files
Files can be restored from the recycle bin using the Restore icon
Click YES to restore the file