A Data Flow Diagram (DFD) is a visual representation of how and where information flows within an organization's system. A DFD can support an organization's cybersecurity efforts because it demonstrates how data enters and leaves the organization's system, what and who is responsible for processing/manipulating it, and where it is stored.
Because data flow is an abstract process, a DFD helps organization members (especially managers and engineers) understand how distinct processes and services within their system operate and relate to one another. Note that a DFD is not a flow chart. While arrows in a flow chart signify the chronology of events, arrows in a DFD simply communicate the flow of data; they do not represent any order of events.
A DFD can help identify where issues within the organization's system may be located, allowing for the system to be redesigned before an issue occurs or remediated if an issue were to materialize. Therefore, DFDs should be regarded as a living part of an organization's system documentation; as systems and processes are improved upon/updated, any consequential changes to the data flow must be considered and reflected in the existing diagram.
Demonstrating data flow to vendors:
Another component (and advantage) of DFDs is that they showcase when data is shared with external parties (likely, a vendor tool/system/application). In fact, it is common for most of an organization's data to be stored, processed, and/or transmitted by their vendor. Therefore, it's critical that organization members can conceptualize the pathways through which their data flows; DFDs can help provide a visual of this.
Who is able to view my DFD?
Auditors comprise the primary audience of DFDs, but your organization's customers/prospects can also view your DFD if you grant them access to your SOC 2 report.
Refer to the following example to build out a DFD for your organization's systems:
Who needs a diagram like this?
Generally speaking, any organization (SaaS, consulting, financial, etc.) that interacts with data can benefit from creating, understanding, and consistently updating its data flow diagram.
How to use the template:
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If you are a Google Workplace organization, make a copy by going to File > Make a copy
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Review and then remove instructional text
Save in a centralized place
Attach to evidence either through Integrations, Automated Collection, or direct upload
If you need help using the template, please let us know.