Sharing documents & repositories

This article explains how parent organizations can share their documents and repositories with their subsidiaries.

Table of contents

• Overview
• Sharing rules
• Subsidiary access rights
• Document sharing

Overview

Parent organizations can share the following with their subsidiaries:

• Documents

• Software repository

• Third parties repository

• Sites repository

In order to share documents and repositories between parent organizations and subsidiaries, you must set up an entity chart with your Data Legal Drive administrator.

Once the chart is set up, when a document, repository, or repository item is added to a parent organization, it appears automatically in the document database or repository of the subsidiaries, which can then link it to their own processing activities or other elements.

Sharing rules

To set up your entity chart properly it is important to understand the rules governing document and repository sharing.

If your entity chart has more than two levels, sharing cascades downward through all the levels. For example, if you add a document or repository to the level N entity, it is shared with the entities on level N-1, N-2, etc.

The number of chart levels is unlimited.

Subsidiary access rights

When an entity shares a document or a repository, subsidiaries have read-only access. This means:

Subsidiaries can

• view documents and repositories;

• link documents and repository items to elements (e.g. processing activities);

Subsidiaries cannot

• replace documents or repository items;

• edit them;

• delete them;

• change document categories.

When a subsidiary opens a document or repository page, the following message is displayed if the document has been shared by a parent organization:

Document sharing

Two additional features give organizations additional control over how they share documents with their subsidiaries. These features allow organizations to:

• Disable document sharing

• Override the share setting for individual documents

Disabling document sharing

When you set up an entity chart, document sharing is enabled by default. If you wish to disable document sharing, contact DLD Support. In your request, specify whether you want the change to apply to existing documents, in which case those documents will be removed from the subsidiary’s document database.

Inversely, if sharing was disabled and you wish to revert to sharing, specify whether you want sharing to apply to existing documents.

Overriding the share setting

Parent organizations can override the share setting for individual documents. For instance, if sharing is disabled, documents added will not be shared, but you can then enable sharing for specific documents. This can be useful, for example, to avoid sharing confidential or sensitive documents with your subsidiaries, or if you wish to add documents to your database but not share them immediately.

Inversely, if sharing is enabled, you can choose to disable sharing for selected documents.

 

To override the share setting:

1. In the sidebar, click Document database.

2. Locate the document by entering the document title in the Search document field, or click a category. The document appears to the right.

3. Click the document to open the Document window.

4. Click the Stop sharing with the subsidiaries or Share with the subsidiaries button (depends on the current share setting).

 

5. A message is displayed, reminding you that subsidiaries may be using this document in their validated or archived processing activities. To confirm your choice, click Deactivate or Activate (depends on the current share setting).

Message displayed if sharing is currently activated