System Inventory

The System Inventory allows you to have a comprehensive view of systems within your organization, what personal data they process, and the inherent risk associated with each. Our goal is to help you understand where privacy risk lives across your systems, through ongoing system detection, surfacing PII risk and allowing you to capture the measures in place to manage that risk.

New Systems Card

DataGrail will continuously detect new systems within your organization. The New Systems card will show all new systems that have been detected and added to your inventory in the last 30 days so that you can take prompt action.

Data Processing Report Card

Here, you will be able to see your main points of contact and by selecting "Export Data Processing Report" will be able to get a quick download of all your systems and their business purposes.

Systems List

Each system will be listed with the following columns (view all columns by scrolling to right, at the bottom of your System Inventory screen):

Systems: Your added system by system name (You can sort A-Z or Z-A by clicking the arrows)

Business Processes: Department or business function that utilizes this system within your organization (You can add multiple business processes based on the usage of a system within your organization)

(NEW) Personal Data: The Personal Data Categories that a particular system likely processes based on standard use cases of that system. This column will show the number of Personal Data Categories as well as the detailed Personal Data Categories in the hover text.

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Personal Data: replaces the previous "Personal Data Likelihood" column. Based on customer feedback, the Personal Data column will now contain the specific Personal Data Categories vs. likelihood of Data Subjects.

(NEW) Risk: This column surfaces specific risk criteria based on standard use cases of a system. Category options will continue to expand on this list to help surface risk insights across systems.

• AI Detected: Systems likely to utilize Artificial Intelligence will display the "AI Detected" chip in the Risk column. The hover text will specify the specific type of AI usage:
  • AI subprocessor has been detected (e.g. Anthropic is a known subprocessor off Zoom)
  • System likely utilizes automated decision making technology
  • System is a known generative AI tool (e.g. OpenAI, Anthropic)
• Sensitive Personal Information: Systems likely to process Sensitive Personal Information will display the "SPI" chip in the Risk column. The hover text will include the specific Sensitive Personal Information category.

Added Date: The date when this system was added to your DataGrail system inventory, through automated system detection or manual addition.

(NEW) Last Edited: Shows you when a System Profile page was last edited so that you can track which systems need a refresh or review.

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For existing customers that migrated from Inventory System Reports (ISR), this will show when the ISR was last "Saved" or "Saved and Approved"

Last Detected Date: The date when the system was last picked up by DataGrail's scan, indicating that it is active in your system inventory.

Sources: The way in which this system was added into your Inventory

• Customer: refers to all systems that were manually added from the Add New Systems dropdown > Third Party Systems by you or your team
• Integration: (eg. Salesforce, Okta, etc.) source refers to the integration that this system was detected in
• Contacts: Typically these are the system admins or who you are assigning to make updates to this system.

Actions (ellipses):

• Add or Edit Contacts associated with a system
• View the System Profile Page
• Edit the Business Process associated with a system
• Remove the system from inventory

Adding a New System

When needing to add a new system to your inventory, doing so is as easy as five simple steps;

1. Select Add New System on the top right hand corner of your System Inventory.
2. In the search bar, type the third party system you wish to add.
3. Select the system you’d like to add.
4. You’ll then be prompted to add a Business Process before adding the system. Note : The default is “General” and can be updated at anytime
5. Select Add System and Assign Process.

FAQs

• Question : Can I download all of this information?

  • Answer : Yes! You can export the results to see everything on this page in a TSV file by selecting "Export Inventory Report TSV" in the right hand corner of your screen

• Question : How do I remove a system from my system inventory if it’s been automatically detected by another system or it’s been manually added by a user?

  • Answer : Find the system you’d like to remove. From here, look towards the far right hand side of the System Inventory and click on the ellipses. This will show a pop up for you to select the option of “Remove System” in red.

• Question : What happens to the system once I remove it from the system inventory list?

  • Answer : If the system was detected by another third party system, it will populate in the “Add New System” dropdown under “Detected Systems” (as shown in the image below), otherwise, it will show under “Third Party Systems”.

• Question : What should I do if no results are found when I search for a Third Party System in the Add New System dropdown?

  • Answer : If you’ve searched for a Third Party System in the dropdown, first double check that the system has not already been added to your system inventory. If it hasn’t, you can reach out to your dedicated CSM with the third party system name and domain. We will work to get that system available for you to add.