Data Mapping

Data Mapping

This is the term used by the Methodist Church to refer to reviews of the personal information (data) the Local Church, Circuit or District holds (known as a "data mapping" exercise) and maintain the results / keep them updated. It can also be referred to as a Data Audit.

Managing Trustees need to know what personal data is being held and how it is being used. Personal data is any information that can either directly or indirectly identify a living individual.

GDPR Rep

Ideally there should be a nominated member of the Managing Trustee who will be responsible for overseeing this process. They will need to review (and keep under review) what personal information (data) the managing trustee body holds.
In the first instance this will require all those who hold data to report what they are holding and why. One way to do this is to ask them to fill in a form for each different type of data held. The Data Mapping-Document Types file can help identify these. An example of the type of form can be found on this page in PDF format, or downloaded as an editable Word file (Data Mapping Collection).
It is then a good idea to combine all this information onto a single table. This will make it easier to see what is being collected etc. A sample version can be found on this page in both Word and Excel formats (Sample Data Mapping Form)
Also on this page are non-exhaustive examples to help with data mapping.

If you have any questions on this, please contact Katrin Hackett (District Data Champion) in the first instance – katrin@sheffieldmethodist.org