The Office of the Data Protection Commissioner is central to upholding Kenya’s Data Protection Act and safeguarding the privacy rights of all citizens. With a mandate grounded in transparency, accountability, and legal enforcement, the Office must manage its own information and internal processes with the same level of structure and care it expects of others. As the complexity and volume of regulatory activity increased, so did the need for a secure, scalable digital environment to support that responsibility.
For the Office of the Data Protection Commissioner, a connected system of records, workflows, and governance was built to uphold Kenya’s data protection laws from the inside out.
The Challenge
As Kenya’s newly established data regulator, the Office of the Data Protection Commissioner was rapidly taking on more responsibility: managing complaints, investigations, breach notifications, and public inquiries under Kenya’s Data Protection Act.
The Office faced several operational challenges:
- Documents were stored manually or across disconnected systems
- Case tracking lacked structure and visibility
- Internal workflows were inconsistent and difficult to monitor
- Staff spent valuable time searching for records, managing paper files, or following up on tasks without clear oversight of progress
In addition to operational bottlenecks, the Office also faced strategic challenges tied to its core mandate:
- Demonstrating transparency and traceability in how data protection matters were handled
- Establishing scalable, auditable systems that could grow with the evolving demands of national data governance
Without a connected and intelligent infrastructure, it would be difficult for the Office to fully enforce the law, uphold its public accountability standards, or serve as a model for data
The Solution
What the Office of the Data Protection Commissioner needed wasn’t just a document repository – it was an integrated, end-to-end digital solution. One that could:
- centralize information
- streamline regulatory processes, and
- enable secure, auditable handling of all data-related matters across departments.
Metrofile and DISI Group delivered a scalable solution tailored to the Office’s unique operational and legislative environment, comprising:
- Implemented a centralised, scalable Electronic Data Management System (EDMS) for real-time document access, version control, and cross-department collaboration.
- The bespoke design, architecture and deployment of a Case Management System to manage the full lifecycle of complaints, breach reports, investigations, and enforcement actions.
- Integrated both systems into the ERP platform to improve cross-functional workflows, reporting accuracy, and overall responsiveness
Delivered post-implementation support, including training, skills development, and change management, to ensure sustainable adoption and operation of the systems.
Outcomes and Impact
Most critically, the integration of EDMS, CMS, and ERP created an interconnected digital ecosystem, bringing documents, cases, and core business processes together in one cohesive environment, enabling:
- Quick retrieval, accurate document tracking, and unified access across teams—delivered within a secure, policy-driven environment.
- Structured case tracking, clear task ownership, and consistent handling of complaints and investigations—built to support transparency and regulatory accountability
- Integrated workflows reduce manual input and enable consistent follow-through on every matter.
- Teams can now collaborate more effectively, eliminate duplication, and maintain complete visibility over key processes.
- Clear audit trails and access controls strengthen compliance with the Data Protection Act.
- Public trust is reinforced by faster response times and better communication.
- Internal capacity has grown through training and knowledge transfer, ensuring the sustainability of the solution.
The Office of the Data Protection Commissioner’s choice of Metrofile and DISI Group speaks volumes about our capability, commitment, and trusted role in enabling secure digital transformation in Kenya.
