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  3. How to view and change classifications for personal data

How to view and change classifications for personal data

Introduction

This help topic explains:

  • the different ways that user data is classified in the system;
  • how you can view what personal data is stored for individual library users;
  • how to change the way that you classify different data fields (name, address, email etc.)

This functionality was introduced to support compliance with the General Data Protection Regulation (GDPR) (EU) 2016/679, a regulation in EU law on data protection and privacy for all people within the European Union. It is also designed to be flexible so it can be used in other jurisdictions to help  you classify and categorise data about people.

Viewing and adding Data Classifications

  • Log in as a System Administrator.
    • You will need to be logged in as a user with access to the Configuration menu on the top toolbar. If this isn’t visible, please contact an admin user or Bailey Support.
  • Click on Configuration, then General.
  • Under Data Fields, click Data Classifications to open the Data Classifications screen, as below.

Data Classifications screen

  • The system has five data classifications by default, which cannot be removed or amended. These are:
    • Not applicable: used (along with Unclassified) for data in the system unrelated to personal records.
    • Unclassified
    • Personal data: this applies to general information that can be used to identify an individual, such as their name or email address.
    • Sensitive personal data: this applies to more sensitive information such as race, religion, or political views; information that could cause prejudicial treatment. It may also include information about a person’s health although this is also covered by a separate classification (below).
    • Data about health: this applies to information about a person’s physical or psychological health.
  • The Fields column displays the number of data fields to which this classification currently applies. Click this number to view those fields.
  • To add further data classifications, click the Add New button at the top of the screen. Type a name and description into the pop-up window, then click Save. You may edit/delete your own custom classifications.

Checking and changing the classification of data fields

  • Log in as above, then click Configuration, then General.
  • Under Data Fields, click Maintain Data Fields to open the Configurable Data Fields screen, as below.

Configurable Data Fields screen

  • Fields related to library users should be listed by default, but if not, select Library Users from the drop-down menu at the top of the page.
  • Use the search field at the top right if you are having trouble finding the right data field.
  • To change the classification of a field, click on the edit (pencil) icon at the end of the row. This opens the Edit Data Field window, as below.

  • Use the Data Classification drop-down menu to change the classification of this field, then click Save Changes.

Reviewing a user’s personal data

  • Log in as a Library Admin user, then click Library Admin.
  • Click Users, then under Users Admin click Personal Data Review. This opens the initial Library User Personal Data Review screen, as below.

Library User Personal Data Review

  • Use the drop-down menu to select a library user. The screen will then display any data fields that are classified as ‘personal data’.

Library user personal data review main

  • From this screen, you can:
    • Click Edit Library User to make changes to this user’s account. See the relevant help topic for more information.
    • Click Full Details to view all information held about this user.
    • Click Delete Library User to permanently and irreversibly delete this user account and any associated records, such as loan history.
Updated on July 12, 2018

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