Invitation To The Market Dialogue On The Procurement Of The Data Protection System

This Is Not A Pre-Announcement, A Request For Tenders, A Procurement Notice Or An Invitation To A Negotiation Procedure, And The Publication Of The Announcement Does Not Start A Bidding Process. This Is An Invitation To A Market Dialogue For Potential Providers Regarding The Acquisition Of A Data Protection System. The Organization Of The City Of Helsinki Currently Uses Word And Excel Forms To Conduct Data Protection Impact Assessments And Other Data Protection Processes. In Addition, The City Has Trialled An Online Service That Can Be Used To Conduct Data Protection Impact Assessments. The Forms Currently In Use Can Be Found On Helsinkis Website. The Acquired System Replaces The Citys Current Operating Model And Brings Together The Different Processes Of Data Protection Work. The System Guides The User To Progress From One Stage Of The Data Protection Assessment To The Next: The User First Fills Out The Initial Data Protection Survey, Based On The Information The System Guides The User To Complete Either A Broad Data Protection Impact Assessment Or A Narrower Data Protection Checklist. The System Supports The Preparation Of A Data Protection Statement And A Statement Of Processing Actions So That The Information Recorded In The Previous Steps Is Automatically Transferred To The Documents. The System To Be Acquired Must Be Hierarchical: Updates To A Document Trigger Similar Changes To Other Documents In The Same Hierarchy. The System Must Have Version Control So That Approved Documents Remain Unchanged And Previous Versions Can Be Used To Create New Documents. The System Must Meet The Criteria Set By Law For Keeping Confidential Information, Such As Creating User Role Levels And Collecting Usage Logs. The System Must Enable Monitoring And Reporting Of The Progress Of The Impact Assessment. The System Produces Reports On, For Example, The Number And Status Of Ongoing And Completed Impact Assessments And Other Processes. In Addition, The System Must Enable The Monitoring Of The Implementation Of Risk Management Measures. The System Should Be Able To Set Alarms That Remind You To Update Documents At A Certain Interval.