Lesson 7.5: Data inventory and records

Module 7 · Lesson 7.5 of 8 · About 30 minutes · Data inventory and records

Every other duty depends on knowing what you hold. This DPDPA 2023 course page explains data inventory and records in plain language.

data inventory and records - DPDPA 2023 course lesson banner
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What you will learn about data inventory and records

  • Create a data inventory
  • Record purposes and grounds
  • Keep it current

Why start here (data inventory and records)

A data inventory lists what data you hold, where, why, for how long, who has it and the legal ground. You cannot write a notice, set retention or respond to requests without it.

Inventory build

Select a numbered box to read more.

11 Listprocesses22 Listdata33 Addpurpose and ground44 Addrecipients55 Addretention
Tap or click a step to see exactly what to do.
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Inventory columns (data inventory and records)

ColumnExample
ProcessOrder fulfilment
DataName, address, phone
PurposeDeliver goods
GroundVoluntary provision
RecipientsCourier
Retention7 years for invoice

Worked example

A 15-person firm builds the table in a spreadsheet over two afternoons. It later uses it to write its notice.

Activity (5 minutes) (data inventory and records)

Start your inventory with your top three processes. Use How to build a data inventory.

Key takeaway: Version-control the inventory and update it whenever you add a tool.

Check your understanding of data inventory and records

Q1. An inventory lists:

Q2. It supports:

Q3. Update it:

← Contact point and grievance mechanismVendors and processor contracts →

Educational material for learning purposes, not legal advice. Check the official text of the DPDP Act, 2023, the DPDP Rules, 2025 and MeitY notifications for the latest position.

Official sources for data inventory and records: Digital Personal Data Protection Rules, 2025 (MeitY, PDF) and DPDP Rules 2025, English text (PDF). Always check the latest official notifications.