This article demonstrates how to classify data in Microsoft Dynamics NAV to comply with the General Data Protection Regulation.
Originally published in H1 2018 BCUG/NAVUG Magazine
With General Data Protection Regulation (GDPR) on the near horizon, Microsoft has been busy building tools in Microsoft Dynamics NAV to allow for classification of database fields containing personal information. In the March cumulative updates, the DataClassification property was introduced. One use of this property could be to classify a custom field. In the development environment, the DataClassification property of a new field begins as “ToBeClassified”, which can be changed to the appropriate value.
Additionally, all data classification values can be browsed with Show Field Data Classification. April’s cumulative updates introduce a Data Classification Worksheet page.
The new worksheet comes complete with a wizard to help classify fields. At the beginning of the wizard, the classification types are explained. Classifications include:
- Sensitive - Private data, such as political or religious beliefs.
- Personal - Any data that can be used to identify someone.
- Company Confidential - Business data that you do not want to expose. For example, ledger entries.
- Normal - Data that does not belong to other classifications.
Moving to the next step in the wizard, the option to export/import data to Excel is provided. Data controllers and Microsoft Dynamics NAV Partners can use the Excel data to collaborate on classification. As well, there is an option to classify data manually.
Choosing the manual option, the next step allows for bulk data classification with links to view fields prior to assignment.
In the next step, we can dive into reviewing and classifying data in different areas of the Microsoft Dynamics NAV database.
Individual fields are classified next in the wizard. Selecting a data subject brings up the classification worksheet filtered to the selection.
Each field can be classified via drop-down menu on the worksheet. Or, many fields can be classified simultaneously using the ribbon controls. Additionally, view filters are available to narrow down the fields for review by their current classification.
The wizard prompts us to review and classify similar fields in the next step.
After the fields are reviewed, data in Microsoft Dynamics NAV is classified so that personal and sensitive data can more easily be protected, reported on, and removed, if requested. Data classification in Microsoft Dynamics NAV provides the foundation for controls on personal information as required under GDPR. With data classified in your Microsoft Dynamics NAV database, the new Data Privacy Utility can be used to create configuration packages for Rapidstart. As most global businesses need to comply with GDPR, the time is now to speak with your Partner about classifying data in Microsoft Dynamics NAV.