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DPIAs are living documents. They must be reviewed whenever the underlying processing changes, and should be reviewed periodically even if nothing has changed (the ICO recommends at least every 3 years).

DPIA status meanings

• Screening — the screening questionnaire is in progress.
• In Progress — screening complete; the full DPIA is being written.
• Approved — the DPIA has been signed off. The record is locked.
• Not Required — screening confirmed a DPIA is not needed. The screening record is retained as evidence.
• Overdue — the review date has passed and the DPIA has not been reviewed.

What triggers a mandatory review

• The purpose of processing changes.
• New systems or suppliers are introduced.
• The volume or categories of data processed change significantly.
• A data breach or near-miss occurs related to this processing.
• Relevant legislation or ICO guidance changes.
• The DPIA review date is reached.

How to create a new version of an approved DPIA

1. 1 Open the approved DPIA.
2. 2 Click "Create New Version".
3. 3 The previous version is archived automatically.
4. 4 A new editable DPIA is created, pre-populated with the previous version's answers.
5. 5 Update the relevant sections and complete the approval workflow again.