Start with the important boundaries
Identify the roles using the system and the records each needs. Separate routine actions from powerful administration, exports and approvals. Check both the visible interface and the underlying action permissions. Plan account enrolment and recovery so an exception does not become an informal bypass. For customer portals and integrations, define exactly which information crosses the boundary and why.
Keep controls connected to evidence
Audit records help explain material changes, while privacy workflows help organise preferences, requests and retention reviews. These records need their own access and handling rules. Review the controls when teams, services or connected systems change. A collection of features is not a certification or a guarantee against incidents; the operating process, provider arrangements and staff responsibilities remain part of the overall system.