Register of Processing Activities (ROPA) is one of the essential documents required by the General Data Protection Regulation (GDPR). In practice, it is also one of the most tedious to keep up to date, since each company or client requires a different format and constant revisions.
What exactly is the ROPA?
The Register of Processing Activities collects in a structured way all the information about the personal data that an organization manages:
- Purpose of each treatment
- Data categories and people affected
- Legal basis
- Recipients or processors
- International transfers
- Applied security measures
Traditionally, this record is prepared in spreadsheets or static templates, which implies a high risk of errors and duplication.
How SECUONE automates it
SECUONE transforms this process into a completely task automatic and standardized:
- The lawyer or consultant enters the basic details of the company and the processing activities.
- SECUONE's AI analyzes each activity, detects possible inconsistencies and proposes mandatory fields according to the GDPR.
- In seconds, it generates the full document of the ROPA professionally formatted, ready for delivery or download in PDF/Word.
- Each modification is automatically updated in real time, maintaining consistency with the rest of the modules (risks, EIPD, TOMS...).
Advantages compared to the traditional method
- Time savings: up to 80% less manual work.
- Error reduction: automatic validations by field.
- Uniformity: the same format for all clients of the firm.
- Ongoing compliance: the system alerts when a treatment requires an update or a new revision.
Real example
An office with 90 clients uses SECUONE to keep more than 700 activity records up to date.
It used to take 2 weeks to update the entire inventory; now, the system does it in minutes and automatically generates the final documentation for each customer.