Every project generates documents: Minutes, notes, presentations or the documentation of project results. These documents are usually stored in a shared online document repository, which is managed by one of the project partners and made available to the rest of the team.

Basic ideas on the use of document repositories

The project partner providing the document repository is responsible for the security of the documents and the personal data contained therein. The protective measures must be appropriate to the protection requirements of the data.

Task

Take 10 minutes to write down a list of the documents involved in your project and whether they contain personal data. If you are unsure, discuss the list with the relevant departments in your organisation or your project team. Your organisation may already have the relevant documentation in place. 

The document contains the following columns: 

• Column 1: Document (e.g. contact list of the project team, project manual, final report, etc.)
• Column 2: Personal data contained (e.g. name, e-mail address, etc.)