Know Who Proposed Every Change, Who Approved It, and Why
Silent edits leave you with no record of the decision
Your most sensitive records — processing activities, risk treatments, controls, vendor terms — are also the ones most exposed to silent, unauthorized edits. A field changes, the document drifts, and no one can say who made the call or on what authority.
When a supervisory authority or auditor asks "who approved this change, and when?", an edit history alone won't answer it. You need a record of the decision: the proposal, the reviewer, the approval, or the rejection reason.
Without a formal gate, change management becomes reconstruction after the fact — and reconstructed evidence is the weakest kind to put in front of an auditor.
What you can do with Change Request & Approval Workflow
- Propose a change to any governance record without altering the live record until it is approved.
- Route each request to a designated approver with the proposed changes captured in full.
- Track every request through pending, approved, or rejected so nothing changes outside the gate.
- Record each decision with timestamp and identity — a defensible trail, not just an edit log.
- Capture the reason for every rejection so denied changes stay documented, not lost.
- Discuss in comment threads on the request, keeping the rationale beside the decision.
What it delivers to your program
- No unauthorized changes to critical records — every modification passes a review gate before it lands.
- An audit-ready decision trail — who proposed, who approved, when, and why, ready to show on request.
- Documented rejections — denied changes carry a reason, closing a common change-management gap.
- Defensible change management across entities — govern shared-record updates within a group through one consistent process.
Built for compliance
DPMS helps you evidence the specific obligations that govern changes to your records — mapped to the article and control, never to "the GDPR."
| What DPMS does | Maps to | How |
|---|---|---|
| Gates changes to records behind a review and approval step | ISO 27001:2022 Annex A 8.32 (Change management) | Proposal → approver routing → approve/reject decision |
| Logs who approved or rejected each change, with timestamp and identity | ISO 27001:2022 Annex A 8.15 (Logging) | Decision recorded against requester and approver |
| Documents control over changes to processing records | GDPR Art. 5(2) (Accountability) | Full change-request history per governance element |
| Provides evidence of change-authorization controls | SOC 2 CC8.1 (Change management) | Approval workflow with retained rejection reasons |
Why Priverion
Unlike a general-purpose ticketing or GRC tool bolted onto your records, this approval gate lives inside the same platform as your ROPA, DPIAs, risk register, and vendor management. The change request acts directly on the governance record it governs — no exporting, re-keying, or reconciling between systems.
That tight coupling is what makes it usable for governing cross-company shared-record updates within a group: when a parent entity proposes a change to a record shared with subsidiaries, the proposal and approval are scoped and recorded per tenant.
Questions DPOs ask before a demo
Which records can go through a change request?
Who can approve a change?
What happens to rejected requests?
Does this work across multiple entities?
Explore related capabilities
Ready to put a gate in front of your critical records?
