{"id":2648,"date":"2022-07-05T14:51:00","date_gmt":"2022-07-05T20:51:00","guid":{"rendered":"https:\/\/trustarc.com\/?post_type=resource&#038;p=2648"},"modified":"2025-12-17T09:23:06","modified_gmt":"2025-12-17T15:23:06","slug":"data-inventory-mapping-compliance","status":"publish","type":"resource","link":"https:\/\/trustarc.com\/resource\/data-inventory-mapping-compliance\/","title":{"rendered":"Data Inventory and Mapping to Support Privacy Compliance"},"content":{"rendered":"\t\t<section id=\"block_179d76ee0e2c9a85a130d8f94fb4b5bf\" class=\"resource-intro intro-simple\">\n\t\t\t<div class=\"container\">\n\t\t\t\t\t\t\t\t\t<strong class=\"sub-title block uppercase\">Articles<\/strong>\n\t\t\t\t\t\t\t\t\t\t<h1>Data Inventory and Mapping to Support Privacy Compliance<\/h1>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\n\n\t<section id=\"block_e5023998256ab9f23efbb78fe482a86e\" class=\"columns-content\">\n\t\t<div class=\"container\">\n\t\t\t<div class=\"left\">\n\t\t\t\t\t\t<div class=\"person-wrap\">\n\t\t\t<span>\t\t\t\t\t\t\t<div class=\"img-holder\">\n\t\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"110\" height=\"110\" src=\"https:\/\/trustarc.com\/wp-content\/uploads\/2024\/02\/people-placeholder-lt-blue.png\" class=\"attachment-full size-full wp-post-image\" alt=\"\" \/>\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<div class=\"text-holder\">\n\t\t\t\t\t\t\t\t\t\t\t<strong class=\"block name\">Annie Greenley-Giudici<\/strong>\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/span>\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t<div class=\"middle\">\n\t\t\t\t<div class=\"content\">\n\t\t\t\t\t<h2>Improve privacy compliance with data mapping<\/h2>\n<p>Any business that collects data needs to ensure its privacy compliance is right.<\/p>\n<p>But if you\u00a0don\u2019t know the type of data you collect and how it\u2019s shared, processed, and stored, it is hard to know if your organization\u2019s use of data is compliant with privacy rules \u2013 let alone have the right answers for audits or individual data subject access requests.<\/p>\n<p>One of the most important steps to designing and building a privacy compliance program is to build a data inventory. Begin by mapping all the personal data processing activities within your organization.<\/p>\n<h2>Data mapping is about matching information for easier management<\/h2>\n<p>Most organizations collect more data than they know what to do with. If your business wants to get more value from the data it collects \u2013 and meet privacy compliance \u2013 you need to know more about where this information is managed:<\/p>\n<ul>\n<li><b>Find all sources of data<\/b>\u00a0\u2013 Find out every source of data your business has access to \u2013 internally and externally \u2013 and identify what information is held in each database<\/li>\n<li><b>Map the flow of data<\/b>\u00a0\u2013 Once you know all the different data sources, you can create data flow maps of all the processes and systems the data moves through. Where it starts, all the points it is processed and analyzed, and where it is stored. Multiple versions of similar data are likely stored in multiple locations<\/li>\n<li><b>Match similar information<\/b>\u00a0\u2013 The data mapping process focuses on matching fields in different databases, making it easier to combine this information into a central inventory for better management<\/li>\n<li><b>Build and manage a central data inventory<\/b>\u00a0\u2013 When you have reliable data flow maps and data mapping processes set up, you can migrate and integrate valuable data into a central inventory for better management.<\/li>\n<\/ul>\n<h2>Privacy compliance relies on good data management<\/h2>\n<p>Data mapping is not a once-a-year process \u2013 it needs to be done regularly so your organization\u2019s data inventory records are accurate and up-to-date.<\/p>\n<p>As privacy and data protection regulations expand, organizations need to show how they\u00a0<a href=\"https:\/\/blog.trustarc.com\/2022\/05\/10\/proactively-manage-privacy-risk\/\" target=\"_blank\" rel=\"noopener\">reduce and manage risk<\/a>. So it\u2019s important you can find the right information in your data inventory on demand.<\/p>\n<p>For example, risk management and compliance reporting for the\u00a0<a href=\"https:\/\/gdpr.eu\/\" target=\"_blank\" rel=\"noopener\">EU General Data Protection Regulation<\/a>\u00a0(GDPR) and the\u00a0<a href=\"https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displayText.xhtml?division=3.&amp;part=4.&amp;lawCode=CIV&amp;title=1.81.5\" target=\"_blank\" rel=\"noopener\">California Consumer Privacy Act<\/a>\u00a0(CCPA) will rely heavily on a comprehensive data inventory.<\/p>\n<p>Likewise, organizations need fast access to accurate and current personal data they hold to properly answer data subject access requests.<\/p>\n<h2>Data inventory needs to be a \u2018living record\u2019<\/h2>\n<p>Once your organization\u2019s data processing flows have been recorded and\u00a0<a href=\"https:\/\/blog.trustarc.com\/2022\/03\/29\/improved-risk-profile\/\" target=\"_blank\" rel=\"noopener\">reviewed for risk<\/a>, you can make better-informed decisions about where to invest resources based on where the highest risk lies.<\/p>\n<p>While the word \u2018inventory\u2019 might suggest a static list at a point in time, a data inventory for privacy compliance should be a \u2018living record\u2019 of how personal data moves throughout your organization\u2019s systems and business processes \u2013 and changes over time.<\/p>\n<h2>Automated data mapping streamlines management and compliance<\/h2>\n<p>There are three main ways you can handle data mapping in your organization:<\/p>\n<ol>\n<li><b>Manual data mapping<\/b>\u00a0\u2013 have your data professionals create templates and write code for processes to connect and document all data sources to the central data inventory. It can be very hands-on and time-consuming, tying up your data team \u2013 and they\u2019ll need excellent coding skills.<\/li>\n<li><b>Semi-automated data mapping<\/b>\u00a0\u2013 use a tool for data mapping (or \u2018schema mapping\u2019) to find and create connections between data sources and target schema at the heart of your central data inventory; then have your data professionals check the work done by the tool and manually adjust or fix it. Potentially resource-intensive, this approach relies on data professionals with solid coding skills.<\/li>\n<li><b>Automated data mapping<\/b>\u00a0\u2013 use a full automated data mapping platform to do all the heavy lifting, such as integrating, migrating and organizing data in a central inventory. The platform will include tools for people who aren\u2019t data professionals so they can map data and schedule regular updates to capture changes. This approach streamlines multiple processes by automating them, and makes reporting easier, especially for data privacy compliance.<\/li>\n<\/ol>\n<p>TrustArc\u2019s AI-powered tools simplify data mapping for teams tired of juggling spreadsheets and manual processes. By automating up to 80% of the work, they quickly identify systems, workflows, and gaps in your data inventory. Hours of tedious effort become minutes, freeing your team to focus on higher-impact tasks while staying audit-ready. <a href=\"\/resource\/ai-powered-ropa-compliance-article-30\/\">Learn more<\/a>!<\/p>\n<h2>Five best practices for building a data inventory<\/h2>\n<p>TrustArc\u2019s privacy experts have helped many businesses get up to speed with data mapping, privacy compliance and managing their data inventory.<\/p>\n<p>Here are the expert\u2019s recommended best practices for building a data inventory:<\/p>\n<ol>\n<li><b>Design a scalable data inventory<\/b>\u00a0\u2013 Remember all data inventories need to be updated regularly, so designing a scalable and repeatable process up front can save time and cost later<\/li>\n<li><b>Train data management subject matter experts<\/b>\u00a0\u2013 Even if your organization takes the full-automated approach to data mapping and inventory management, it is important to train team members so they understand any compliance requirements driving the data inventory, and what to expect from the process<\/li>\n<li><b>Launch a pilot program<\/b>\u00a0\u2013 Start small with one functional area or region so your organization can learn from a more controllable experience, learn ways to improve data management and build on that knowledge and experience to expand into other parts of the business<\/li>\n<li><b>Think outside the (server) box<\/b>\u00a0\u2013 Remember data can flow in a variety of ways and media. Don\u2019t forget to capture records from printed copies of documents, video files, tape recordings and other non-electronic formats<\/li>\n<li><b>Track all data mapping tasks<\/b>\u00a0\u2013 A data inventory is a powerful tool that will not only meet some compliance requirements directly, but also help in other important activities such as:<\/li>\n<\/ol>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><a href=\"https:\/\/trustarc.com\/resource\/creating-a-robust-data-incident-response-plan\/\" target=\"_blank\" rel=\"noopener\">incident response<\/a><\/li>\n<li>individual rights requests<\/li>\n<li>assessing risks and triggers for <a href=\"https:\/\/trustarc.com\/resource\/guide-to-dpias-managing-risk-ai\/\" target=\"_blank\" rel=\"noopener\">data protection impact assessments<\/a><\/li>\n<li>identifying and solving cross-border data flow issues (including customizing security and privacy protections as needed).<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Help your organization with data mapping privacy compliance<\/h3>\n<p>TrustArc understands the challenges organizations face with data mapping, including creating and building a data inventory and data flow maps that support privacy compliance.<\/p>\n<p>We\u2019re here to help you solve these challenges by making the work of data management easier.<\/p>\n\t\t\t\t\t\t\t\t\t<div class=\"question-box-multiple\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"question-box bg-dark\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"icon\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img decoding=\"async\" src=\"https:\/\/trustarc.com\/wp-content\/uploads\/2024\/02\/icon_Insight_Small.svg\" class=\"attachment-full size-full\" alt=\"\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<h4>Data Mapping &amp; Risk Manager<\/h4>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<p>Automate data mapping and ROPAs to generate data flow maps for compliance.<\/p>\n<a href=\"https:\/\/trustarc.com\/products\/privacy-data-governance\/data-mapping-risk-manager\/\" class=\"cta\">Find out more<\/a>\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"question-box bg-dark\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"icon\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img decoding=\"async\" src=\"https:\/\/trustarc.com\/wp-content\/uploads\/2024\/02\/icon_Data-Lock_Small.svg\" class=\"attachment-full size-full\" alt=\"\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<h4>Automate Your Privacy Program<\/h4>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<p>Centralize privacy tasks, automate your program, and seamlessly align with laws and regulations.<\/p>\n<a href=\"https:\/\/trustarc.com\/products\/privacy-data-governance\/privacycentral\/\" class=\"cta\">Learn more<\/a>\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t<div class=\"right sm\">\n\t\t\t\t<div class=\"share-it\">\n\t\t\t\t\t<strong class=\"title block uppercase\">Follow us<\/strong>\n\t\t\t\t\t<div class=\"soc-list\">\n\t\t\t\t\t\t<a href=\"https:\/\/www.linkedin.com\/company\/trustarc\/\" target=\"_blank\"><img decoding=\"async\" src=\"https:\/\/trustarc.com\/wp-content\/themes\/trustarc\/assets\/dist\/images\/li-dark.svg\" alt=\"\" \/><\/a>\n\t\t\t\t\t\t<a href=\"\nhttps:\/\/twitter.com\/TrustArc\" target=\"_blank\"><img decoding=\"async\" src=\"https:\/\/trustarc.com\/wp-content\/themes\/trustarc\/assets\/dist\/images\/tw-dark.svg\" alt=\"\" \/><\/a>\n\t\t\t\t\t\t<a href=\"javascript:;\" id=\"copy-url\"><img decoding=\"async\" src=\"https:\/\/trustarc.com\/wp-content\/themes\/trustarc\/assets\/dist\/images\/link-dark.svg\" alt=\"\" \/><\/a>\n\t\t\t\t\t\t<span class=\"copied\" style=\"display:none;\">Link Copied!<\/span>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t<div class=\"key-topics\">\n\t\t\t\t\t\t<strong class=\"title block uppercase\">Key Topics<\/strong>\n\t\t\t\t\t\t<ul>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<li><a href=\"https:\/\/trustarc.com\/topic-resource\/data-inventory\/\" class=\"badge\">Data Inventory<\/a><\/li>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<li><a href=\"https:\/\/trustarc.com\/topic-resource\/data-mapping\/\" class=\"badge\">Data Mapping<\/a><\/li>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/ul>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<div class=\"cta-area\">\n\t\t\t\t\t<p>Get the latest resources sent to your inbox<\/p>\n\t\t\t\t\t<a href=\"\/subscription-center\/\" class=\"cta\">Subscribe<\/a>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/section>\n\t","protected":false},"excerpt":{"rendered":"<p>One of the most important steps in designing and building a data privacy program is to create a data inventory of all the personal data processing activities within your company.<\/p>\n","protected":false},"featured_media":1260,"template":"","topic-resource":[78,79],"type-resource":[6],"class_list":["post-2648","resource","type-resource","status-publish","has-post-thumbnail","hentry","topic-resource-data-inventory","topic-resource-data-mapping","type-resource-articles"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Data Inventory and Mapping to Support Privacy Compliance | TrustArc<\/title>\n<meta name=\"description\" content=\"One of the most important steps in designing and building a data privacy program is to create a data inventory of all the personal data processing activities within your company.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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