Managing PDD Lifecycle
Protected Data Domains have an optional expiration date, which determines the lifecycle of the PDD. When the Privitar Platform is configured with an appropriate metadata attribute to contain the expiration date, features related to the PDD's lifecycle are available.
Note
This feature is only available when a metadata attribute is mapped to expiration date (See ??? for the procedure).
PDDs have a lifecycle status that corresponds to acceptable use of the data in a PDD with respect to its open/closed state and its expiration date. The Privitar Platform provides visualization and API support to locate PDDs that an organization may deem to be risky.
Three important statuses are summarised here. The full list is given in the PDD Status Reference section below.
PDD status | PDD status summary | Suggested action |
|---|---|---|
Expired | PDDs that are open and are past their expiration date. | The data is past its approved lifetime, so data consumers should stop using this data and the PDD should be closed. |
No expiry date | PDDs that are open and have no expiration date set. | The data is being used in an unlimited way, which may be a source of increased risk over time. Data owners should either close the PDD or configure an appropriate time limit on its use. |
Unknown | PDDs that are open and have an erroneous expiration date set. | There was a problem interpreting a specified expiration date value. This may happen if there are issues with an API integration with the Privitar Platform. System administrators should investigate. |
Note that organizations should use their own policies to determine the actual risk of PDDs with these statuses.
Configure a metadata attribute for the expiration date
To configure a metadata attribute to contain the expiration date:
Select Metadata Attributes from the navigation bar.
If you would like to use an existing metadata attribute, click Edit on the relevant row. To create a new metadata attribute for this purpose, click on Add New Metadata Attribute. See Managing Metadata Attributes for further details regarding the creation of new metadata attributes.
On the Details screen, under the Mapping section, select Expiration Date.
Note
To be a valid expiration date , the metadata attribute should have a data type of Date.
Click on Save.
Using the PDD lifecycle visualization
To view a summary of all PDDs organized by lifecycle status, the Privitar Platform provides a visualization that supports a drill-down capability to find PDDs with various statuses.
To use the PDD lifecycle chart drill-down feature, use the following steps:
Select Protected Data from the navigation bar.
Click on the chart to filter the list of PDDs to just those with the selected status.
To obtain a quick overview of a specific status, use the following steps:
Select Protected Data from the navigation bar
Move the move over a section of the chart to retrieve its summary.
PDD Status Reference
PDDs may have the following statuses. Along with their descriptions are suggested actions.
Status | Description |
|---|---|
Valid | The PDD is open, and the expiration date is set to a date in the future. The PDD data can be safely used. |
Expired | The expiration date of a PDD is passed, and the PDD remains open. The user should close the PDD and discontinue use of the data. In some circumstances it may be appropriate to extend the expiration date. |
Unknown | The current status of a PDD cannot be retrieved. This status is typically due to a technical configuration issue and will rarely appear. If it is shown, check the metadata attribute mapped to Expiration Date in the PDD Metadata configuration. |
No expiration date | The PDD is open, but there is no expiration date set. The PDD data can be used without lifetime restrictions. The user should consider configuring an expiration date. |
Closing | Closure of a PDD has been requested and is in progress. This is a temporary status that will lead to either Closed or Failed to close. The PDD is not available for de-identification processing anymore. |
Closed | The PDD is not available for de-identification tasks anymore. |
Failed to close | A PDD closure was attempted, and a problem was encountered. This is likely due to a technical configuration issue. If it is shown, contact your system administrator. |
Deleted | The PDD has been removed and is not available anymore. |