For licensed Collaborators with permission for this task. Check the selected organisation; feature availability and record access still apply.
What you will achieve
Review a processing record against its current requirements, record a supported conclusion and arrange the next review.
“Annual” describes the agreed cadence for this task. It is not a claim that every processing activity has the same legally required interval.
Before you start
Confirm the review owner, processing record and due date. Obtain recent changes from the process owner, including systems, suppliers, people, data flows and safeguards.
The review checklist is copied from the organisation's review standard. A later change to that standard does not silently rewrite an existing review's checklist.
Prepare or open the review
- Open the RoPA and its Reviews tab.
- Inspect Current review and Review history before scheduling anything.
- If the recurring plan needs configuring, select Configure plan. Set the name, reason, annual cadence/interval, Next due, anticipated duration and reminder.
- Review Keep this plan active and select Save plan.
- Open the existing due review, or use Schedule review for an agreed new occurrence. Avoid creating a duplicate review for the same work.
- Select Start review when you begin.
Perform and conclude the review
Work through Checklist. Compare the current RoPA with the actual process: purpose, lawful-basis decision, data and subject categories, recipients, retention, transfers, controls and assessments.
Update the owning record when a fact is wrong; do not leave the correction only in a review comment. Record evidence, unresolved issues and follow-up work. Complete each required checklist item only when its condition is actually satisfied.
Select Complete review, choose the supported outcome and enter Conclusion and follow-up. Explain what was checked, what changed and what remains to be done, then commit Complete review.
Check it worked
Reopen the completed review and inspect its outcome, conclusion, completed-by details and retained history. Check the next occurrence. An active recurring plan schedules from the completion date, so an early or late completion can move the next date.
If something goes wrong
| Problem | Next action |
|---|---|
| Completion is unavailable | Check required checklist items, narrative and your review authority |
| The standard is inappropriate | Ask the administrator to review the standard; do not tick an unperformed check |
| Work was cancelled rather than completed | Preserve the cancellation reason and schedule the genuinely required review |
| Significant unresolved issues remain | Record an honest outcome and assign follow-up; do not describe the activity as fully assured |
Human judgement matters
A review proves that a particular review was recorded. Its value depends on the evidence and judgement behind the conclusion.
What next?
For the wider context, see Manage privacy records and assessments.
Tell the process owner about changes and outstanding actions. Review sooner if material changes occur before the next annual date.
Get help
Ask your Organisation Administrator about access or the task owner about the content. For a platform error, include this guide reference, the affected page and a sanitised message, not confidential evidence or session details.