Creating Anonymization Rules

This feature allows admins to anonymize Data Subject Requests fully or partially. To do this, follow the steps outlined below.

1. From the IRM navigation panel, select Admin > Rules.
2. In the Rules page, select Add New to begin creating a new rule.
   
   

3. In the Basic Details column, enter the name for the rule.
   
   

4. In the Conditions column, select the Request Type, Data Subject Type, Resident Of, and Intake Form in the fields provided.
   
   
   You can also add Custom Form Fields once you select a specific Intake Form. Note that the only fields that can be added are Select/Checkbox Type fields.
   
   

5. In the Action column, select either the Full Anonymization or Partial Anonymization action from the dropdown menu. 

• • Full Anonymization - This allows full anonymization of the Data Subject’s email communications, upload attachments, and submitted data in the DSR. A DSR can only be fully anonymized at least 90 days after the request is closed.
    
    In the Anonymize Details section, you can specify whether to hide all Data Subject details or hide all except email addresses. In the Retain Details section, you can set if the related components of the request will be deleted upon anonymization, or retained.
    
    

• • Partial Anonymization - This allows partial anonymization of certain data that the Data Subject submitted. Request status such as Unverified requests, Requests in Progress, and Closed Requests, can trigger this anonymization.
    
    
    Click Settings > Add Anonymization to add anonymize settings for form fields and customize by defining patterns, input application of the anonymization, and number of characters to retain.
    
    NOTE: The Settings button is disabled if no intake form is selected.
    
    
    
    Fill out the following fields:

• • • Form Field - Select the form field to be anonymized from the dropdown menu. The supported form fields are: Single Line Text, Paragraph, Email, and Date. Requests with partially anonymized form fields will have a “Partially Anonymized” label.
      
      
    • Anonymize data - Select whether to apply anonymization to entire data or to each word.
       
    • Retain number of characters - Enter the number of characters to be retained.
      
      
    • Pattern - If you select Left to Right, the anonymization pattern starts from left to right or on the first set of characters. If you select Right to Left, the anonymization pattern starts from right to left or on the last set of characters.

6. In the Event column, the action field is automatically set to Upon Closing if you selected Full Anonymization. Set a date when the anonymization will start by selecting a value in the period drop-down menu or setting a custom date.
   
   
   If you selected Partial Anonymization, select an action from the dropdown menu: Closed Request, Unverified Request, or Request In Progress. Then, set a date when the anonymization will start.
   
   

7. Once all data is filled in, click the Add button to create the rule. The created rule is automatically listed on the Rules page.