Inventorization of systems

Activating discovered systems

When you have run some discovery integrations, Kertos will already have identified lots of systems for you. Now you need to activate those and provide their missing information.

In the discovered systems overview, you can see certain information per system: 

• System logo 
• system name 
• discovered at: when the system was discovered 
• discovered by: which source was it discovered by 
• discovered on: when website scan is used you can see the URL where we found a reference to this system 
• last login at: if you used SSO we show the information when the last login (with SSO) happened; this indicates if a system has been used lately or not 

1. Go to "Systems" under "Inventory". 

2. Select the "Discovered" tab.

3. Select the systems that you actually use within your organization and click "set to active". Then select the systems that are not relevant to you and click "archive". This means that they will not be re-discovered when you run discovery integrations on a regular basis (which you should).

4. The systems that you have activated will now show up in the "Active" tab.

5. Now you can click on the individual systems and supplement missing information. See the section below for more information.

Adding systems manually

If a system of yours was not identified in the discovery, you have the option to add it manually. Every manually added system will be automatically assigned active status.

1. Click “Add system”.

2. Now you already need to provide the missing information as described in the section below.

3. Click “Save”.

Template and Autofill

When creating a new system there are two functions that enable you to more quickly document system information:

• create from template: we have more than 3000 systems and detail information stored in our system. When you choose this all information + linked vendors are created in your account. 
• Auto Fill: We live crawl information from this system and store it for you. More info can be found here: https://docs.kertos.io/en/article/interacting-with-kaia 

Documenting basic information

Among the basic options for documentation in the detail view, there are:

• Name
• URL Link to the system's website.
• Status This is another way to set a system from "Active” to “Archived” or vice versa.
• Owner The employee responsible for the tool.
• Description  
• Departments that are using this tool.
• Category
• Contact Details For example, the dedicated customer success manager of the tool.
• Vendor: linked vendor of that system
• Data processing
  • Processing Activities: link associated processing activities 
  • Data Subject types: select processed data subject types
  • Data classes: select processed data classes
• Business continuity
  • Recovery time objective: is the maximum amount of time allowed for restoring a system, network, or application after an outage or data loss event before it negatively impacts business operations or service level agreements
  • Recovery point objective: defines the maximum acceptable amount of data loss an organization can tolerate before it impacts business operations.
  • Maximum tolerable downtime: the longest period a system or network can be unavailable before the impact on the organization becomes unacceptable
  • Service Level Agreement: e.g. resolution time, uptime etc.
• Linked assets: Link or see linked primary assets from asset section

Assigning a system to a vendor

On the top of the system page, you can select the vendor that is providing the system. 

1. In the Vendor bar, search for the Vendor’s name (only existing vendors are available, to add a new vendor go to the Vendor page) and select it.

A system can only have one vendor. 

Alternatively, you can assign systems to a vendor from the vendors page. See "Inventorization of vendors" for how to do that.

Vendor Review Date info

In order to understand if the linked vendor needs to be reviewed you have information on the systems detail page: 

When clicking on go to vendor you can review the vendor to renew the start review date. 

AI Use

If you subscribe to frameworks such as ISO42001 or EU AI Act, you will also see an AI Use option. 

You can link AI use cases to this system. This will update your AI Use Case (system) register accordingly. Furthermore, you can also click on "View in AI Inventory" to see the linked use cases and to add new use cases. 

Request Automation 

Please check https://docs.kertos.io/en/article/request-automation 

Archive/delete system

You can archive or delete a system. When deleting, it will be removed permanently and will show up in discovery status once discovered).