Documented operating procedures

The Data Protection Officer (or other responsible person) has drawn up operating instructions for personnel handling personal data. In addition, the Data Protection Officer is ready to advise the controller, personal data processing partners or their own staff on compliance with GDPR or other data protection requirements.

Personnel must have security guidelines that deal with e.g. the following topics:

• Using and updating mobile devices
• Storing and backing up data
• Privacy
• Using email
• Handling of printouts, papers and files
• Reporting incidents
• Scam prevention

The organization should have defined guidelines for the generally acceptable use of data systems and for the management of the necessary credentials.

In addition, the owners of data systems classified as 'High' or 'Critical' priority can define, document, and implement more specific guidelines for the use of that particular data system. These guidelines can describe e.g. security requirements related to the data contained in the system.

The media used for backups and the restoration of backups are tested regularly to ensure that they can be relied on in an emergency.

Accurate and complete instructions are maintained for restoring backups. The policy is used to monitor the operation of backups and to prepare for backup failures.

The ways in which information is classified and classifications marked are defined, markings are easily identifiable and they cover both physical and electronic information and assets. The marking must indicate to what extent the document is to be kept secret and on what basis the secrecy is based. Personnel are instructed on how to make markings.

If staff have conflicting goals with the security guidelines, they are unlikely to follow the guidelines.

The organization actively seeks to find poorly functioning guidelines and modify either the guidelines, tools or staff priorities to enable following the guidelines.