Data Processing Record Sheet
A record sheet for data processing activities, sharing, and retention.
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What’s Included in This Resource
Every resource on The Office File provides a complete toolkit rather than an empty, unhelpful document shell:
- Editable Microsoft Word (.docx) template (42 KB)
- Printable PDF version (135 KB)
Sample included: Example: Data Processing Record Sheet in use. Keeping a record of data processing: activities, sharing, retention and security, and review.
How to Use This Template
Follow these practical steps to customize and roll out this procedure with your team:
1. List activities with purposes
Record each activity with its data category, purpose, and system.
2. Record sharing separately
Note who data is shared with, what, why, and whether an agreement is in place.
3. State retention and security
Record retention periods, storage, access limits, and security measures.
4. Review the record
Review on schedule and record changes and the next review date.
About This Template
The best documents follow a proven structure. This template embodies that structure: clear headings, logical flow, and fill-in fields that guide you to include everything important. It is the difference between a document that looks thrown together and one that looks intentional.
Keeping a record of data processing: activities, sharing, retention and security, and review.
When to Use This Template
- Saving time by starting from structure instead of a blank page
- Ensuring nothing important is forgotten in a complex document
- Presenting a professional image with clean, consistent formatting
- Creating a consistent document you will reuse many times
- Sharing a starting point with colleagues or clients to fill in together
Key Sections Explained
Understanding what goes in each part of the document helps you fill it in correctly the first time:
Footer and version
Document control details, version, date, page numbers, keeping multi-page documents organised.
Placeholder fields
Bracketed fields marking every spot that needs customising, the blue [fields] are your to-do list when filling it in.
Title block
The document name and any reference number, so the finished file is identifiable at a glance.
Guidance notes
Brief in-template hints on what goes where, which you delete as you complete each section.
Structured sections
Pre-built headings and tables in a logical order, so the document flows without you having to design it.
Frequently Asked Questions
How do I make it look like our branding?
Swap the accent colours and add your logo to the header. The structure stays the same; the styling becomes yours in a few minutes.
Can I share this with my team?
Yes, it is free for team use. Customise one master copy with your company details, then distribute it as your internal standard.
What software do I need?
Microsoft Word, Google Docs, or LibreOffice for the Word file. Any PDF reader opens the print-ready PDF.
Can I customise this template?
Yes, that is the point. Replace every blue [bracketed field] with your own details, add or remove rows to fit, then set the font colour to the same dark colour throughout for the finished document (body #1F2937, headings #1E3A8A, secondary #595959).