GDPR

1. Understanding and documenting data processing

The GDPR fails in everyday life not because of legal paragraphs, but because nobody knows where data is located and why it is being processed.

The first step is therefore not about "perfect compliance", but about transparency: What personal data is processed? In which systems? For what purpose? Who has access? And how long does it need to be stored?

Instead of scattered Excel lists, old emails or islands of knowledge, structured documentation is created: processing purposes, data categories, roles, applications, storage locations, deletion periods and service providers.

With this basis, decisions can be made in a justified, comprehensible and legally compliant manner.

Advantages:

• Transparency instead of guesswork: All processing, systems and responsibilities are centrally documented and can be found at any time.
• Practical overview: You know which data is stored where, who has access and on what legal basis it is processed.
• Fast response times: queries from customers, employees or authorities can be answered clearly without having to play "firefighter" within the company.

2. Assess risks and implement appropriate measures

GDPR does not require excessive security - it requires appropriate security.

Access concepts, strong authentication, backups, encryption, role models, logging, training - not everything has to happen at the same time, but each topic must be justified and demonstrably addressed.

It is not the length of the list of measures that is important, but the connection between: risk → measure → effectiveness.

A company that documents these three points can not only explain what it is doing in an emergency, but also why it made the decision it did and how the measures work.
This is precisely what protects against fines, loss of customers and lengthy disputes with the authorities.

Advantages:

• Appropriate rather than random safety measures: Decisions are based on real risks - not gut feelings or marketing promises from tool providers.
• Demonstrable effectiveness: Each measure has a purpose, a responsible party and a point at which it is checked to see if it works.
• Fewer costly mistakes: Vulnerabilities are identified before the incident - not afterwards when data has already been leaked.

3. Handle incidents and data protection requests professionally

The moment of truth doesn't come when everything is going well - but when something goes wrong.
A loss of data, unwanted access, a misconfigured cloud service or an incorrect email can become a problem in minutes.

But what to do?
Incidents are assessed, documented and reported to the right place before deadlines expire or information disappears. The same applies to data subject rights: inquiries are recorded, checked and answered - not lost between the CRM, ticket system and employee mailbox.
A company that processes incidents and requests in a controlled manner saves time and retains credibility.

Advantages:

• Fast response time: Whether incident or request - there is a defined process, responsibilities and deadlines.
• Proven professionalism: Procedures and decisions are documented - this reduces the risk of sanctions and reputational damage.
• Fewer repeat errors: Every incident provides insights that are incorporated into better measures - real improvement instead of reactive firefighting.

1. Import of existing assets

Many companies already have data on systems, applications, locations, contracts or responsibilities. However, it is often scattered across Excel lists, internal repositories, monitoring information or previous inventories. Instead of manually entering this information again, existing structures can be adopted and integrated into a central information security architecture.

The import enables an orderly consolidation of all relevant assets - from technical components, cloud services and process data to roles and responsibilities. During the import process, the data is classified, responsibilities are assigned and dependencies are made visible.

On this basis, protection requirements can be determined, risks assessed and suitable measures assigned in accordance with ISO 27001.

Advantages:

• No starting from scratch: existing information is transferred instead of newly recorded
• Transparency: assets, responsibilities and dependencies are clearly visible
• Structure: classification, protection requirements and risks can be assigned directly
• Traceability: changes are versioned and documented for auditing purposes
• Future-proof: repeatable imports avoid data silos and duplicate maintenance
  
  

3. Security incident management

Link processes and associated assets

Control IT service processes efficiently and transparently. With the integration of ticket systems in i-doit, you can bundle all processes in one place. From fault reports and change requests to service requests. The link to your assets, contracts and responsibilities creates a central information base for the entire IT operation.

Tickets are documented in a traceable manner, automatically classified and can be prioritized, delegated and closed using defined workflows. This creates a smooth process between technology, organization and support.

Advantages:

• Standardized control of all IT processes
• Clear responsibilities and faster response times
• Seamless traceability of changes and measures
• Direct connection to CMDB objects and documentation
• Basis for key figures, evaluations and process optimization

4. Supplier management

External service providers, hosting providers, maintenance partners or cloud services are often directly involved in critical business processes. Structured supplier management makes it possible to map their services, risks, contracts and dependencies centrally. Responsibilities, service levels, security requirements and effects on information assets are documented in a traceable manner and linked to the relevant processes and measures.

This allows companies to retain control over which suppliers have access to which information assets, which requirements apply and whether agreed protective measures are being adhered to

Advantages:

• Transparency across all security-relevant suppliers and service providers
• Traceable assignment to assets, processes, locations and risks
• Clear responsibilities, competencies and service levels
• Contractual security requirements and compliance specifications can be documented centrally
• Ready to provide evidence for audits, certifications and regulatory checks

5. Control & distribution of tasks and access

A functioning ISMS requires clear responsibilities. Who evaluates measures, who releases risks, who is allowed to change guidelines or who is only allowed to read - all of this determines security, efficiency and auditability.

Finely granulated role and authorization concepts clearly assign responsibilities: Teams, departments and individuals are given exactly the access they need for their tasks. Sensitive information remains protected, operational processes remain transparent and evidence is not diluted.

Advantages:

• Clear responsibilities: Roles and tasks are clearly assigned - no gray areas or duplication of responsibilities.
• Finely granulated access control: Authorizations for objects, categories and processes can be precisely defined.
• Protection of sensitive information: Critical data is only visible and editable for authorized users.
• Auditability through traceability: every action can be traced back in terms of time, organization and personnel.
• Reduced errors and misunderstandings: Teams only work with the information they really need.