EvidenceSheet
NIST SP 800-53 Rev 5 · PT - PII Processing and Transparency

PT-5 Privacy Notice. Provide notice to individuals about the processing of personally identifiable information that: Is available to individuals upon first interacting with an organization, and subsequently at [organization-defined]; Is clear and easy-to-understand, expressing information

Privacy Notice. Provide notice to individuals about the processing of personally identifiable information that: Is available to individuals upon first interacting with an organization, and subsequently at [organization-d.

5
artefacts
1
held by a system
1
at each review
hard
to go live
Policy repository / GRC workspace
where the evidence lives
teal = a system already holds it · olive = produced at each review

system holds itEvidence a system already holds

  • Version history showing when the notice changed and how individuals were informed · Data governance / DLP tooling

periodic reviewEvidence produced at each review

  • Assessment or evidence that the notice is clear and easy to understand, such as a readability or plain language review · Data governance / DLP tooling

governing documentDocuments that govern the control

  • The privacy notice text as published, and evidence it is available on first interaction · Policy repository / GRC workspace
  • The defined subsequent points at which the notice is provided again · Policy repository / GRC workspace
  • Evidence the notice covers the processing described in the internal record · Policy repository / GRC workspace

First move

Mostly documents and reviews. Pull the 1 system-held artefact from your Data governance / DLP tooling on a schedule; put the documents under version control with an owner and review date, and log each review as a dated record with a named reviewer.

Common gaps auditors find

Do this for your whole sheet

Paste the rows you run your controls from and get this mapping for every control at once, with the periodic-review ones flagged and a first move per row. No account for the first run.

Build my evidence sheet

PT-4 Consent. Implement [organization-defined] for individuals to consent to the processing of their personally identifiable information prior to its collection that facilitate individuals' informed decision-making · PT-6 System of Records Notice. For systems that process information that will be maintained in a Privacy Act system of records: Draft system of records notices in accordance with OMB guidance and submit new and