MrFox with glasses and a calculation in his hand

Why complicate it when it’s easy?

Maintaining a list of processing activities (Art. 30 GDPR) can be tiresome. DS-Doku, however, provides you with an all-round solution that not only serves as documentation, but also offers other advantages, enabling tedious tasks to be simple and uncomplicated.

DS-Doku reduces the time required by your data protection officer and the departments involved within the company, saving costs and hassle for your staff, not least because DS-Doku is so easy to use that hardly any training is required.

Simply answer the questions and the job is half done.

DS-Doku is a web-based database solution with a 100% flexible modular structure that clearly guides the users through the facts. Depending on the answer to a question, further follow-up questions pop up, meaning you do not have to waste time with irrelevant content and facts.

 

No need to be bothered with things which do not matter at the moment.

There are numerous characteristics with which you can filter information so that you only need to display the information that is relevant to you.

For instance, when your data protection officer is sat together with the head of IT, they may only wish to discuss technical-organisational measures that have not yet been documented or which need clarifying.

 

No need to describe the same facts a dozen times.

One aspect which will be of particular interest for corporate groups is that certain processing activities (such as central payroll accounting at corporate headquarters) only need to be documented once: dependent subsidiaries can then simply refer to this central documentation. Consequently, not only does this entail less documentation work initially, but also in the event of subsequent changes or amendments.

Let’s ask MrFOX about the advantages of DS-Doku:

Yes, of course, DS-Doku requests all information required by law.
Good news for the user:

Our questions build on each other logically, so if you state that a company belongs to a group of companies, questions are then asked about intra-group processing. An individual company is not asked such questions thus considerably reducing the overall time and effort involved.

Many questions have really useful help texts:

For example, not only does a question ask whether the DPO’s contact details have been published and reported to the supervisory authority, but the help text also explains how to do this and includes a link to a list of supervisory authorities.

Often you need not enter any text at all. As far as possible, multiple-choice questions are provided that only need to be clicked on. It is much easier to select the appropriate answer from a given set of key points than to formulate your own content.

In addition, there is always the option to store additional texts.

DS-Doku is currently available in German and English. The incorporation of further languages has already been technically prepared and is possible if required (we would then only have to arrange for the existing content to be translated).

Help-Texts can be automatically translated into 7 languages (French, Italian, Dutch, Polish, Portuguese, Russian, Spanish). This further increases the acceptance of the tool by employees who are not native German or English speakers.

You can export and print the current status of your data protection documentation whenever you need to:

  • PDF export – formatted and with table of contents
  • Word export – for adaptation to your own layout and incl. last comment on questions

You can also decide which content you want to export:

  • “all content” – not surprising: all content
  • “filtered content” – only the content you filtered

The display via DS-Doku’s own export button is limited to the questions and the actual displayed answers. This is useful, for example, in case of a request by a supervisory authority.

Interested in using DS-Doku?

If you want to know how much DS-Doku costs, then the answer is probably not a surprise: it depends. It depends on your exact needs or what you ideally would like.

In the following you will find a few examples to give you some idea of the costs. Each situation is a somewhat different, but rest assured, we will definitely find the best solution for you.

For fox-on customers, DS-Doku is already included in our data protection support. However, the good news for everybody else is that DS-Doku is also available as a stand-alone product.

Mr. Fox with a speechbubble, that says: ''

Can I get you some more?

Would you rather have your own version of DS-Doku with your own logo and your own URL? No problem. We are happy to provide a personal version at a slightly higher monthly rate and an additional one-time fee.

If your organizational structure is larger and/or more complex, we would be pleased to provide a personal offer for you.

We are happy to reduce the one-time licensing costs for social care institutions. Please contact us.

One of our special features is, for example, reward questions to increase customer motivation. The best way to explain this to you is over the phone or a remote presentation.

Further features are already being planned.

Currently we can offer a small, select additional audit module with which a DPO can easily perform and document his/her compliance audits. This module can be activated for an additional one-time fee.

In addition, DPOs can also create their own documentation (e.g. for an annual or activity report) in a separate Report module (optional). All data protection requests can be easily documented, structured and exported by using this module.

Would you like to learn more?

Then feel free to contact us and we will gladly prepare an offer for your company or group of companies without any obligation. Further information on the technical implementation can be provided on request.