GDPR Document Management: SARs / DSARs Handling
In this video, Jason Field covers how digital document management helps organisations to manage GDPR responsibilties to meet strict European-wide privacy requirements. An important topic given the steep increase in SARs.
Topics covered inlcude the ‘right to be forgotten’, subject access requests (SARs), accountability, Data Protection Officers (DPO), information security, data access audits, data storage, penalties for GDPR breaches, ICO breach notification, and what constitutes persona data.
Digital document management helps companies to manage GDPR implcations in a number of ways. Process automation is key. However, Jason reminds us that processes must be kept under review in order to comply, as processes must be applied consistently to documents, by type, each time they are processed.
Automated retention also helps companies to work within GDPR guidelines. Finance documents can be automatically purged after seven years, for example, but exceptions can be identified that may be required to be kept for longer while legal matters are outstanding.
When it comes to HR documentation, complex rules can be applied to different document types, such as applications, holiday requests, disciplinary records and pension information.
Auto retention also helps reduce costs significantly when companies implement their archiving and eventual deletion policies.
Central storage is one of the key ways to manage subject access requests (SARs) as it means information is housed in one location and fulfilment does not require searching different network locations or emails, etc.
Document Manager further enhances SARs’ fulfilment with the strength of its indiexing and search capabilities, which facilitate full text content search, and, if need be, redaction (data masking).
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What is a GDPR Subject Access Request?
A SAR is a formal request made by an individual to a company or organisation to access personal data that the organisation holds about them.
Under GDPR, individuals have the right to know what data is being processed, why it’s being processed, and who has access to it.
Organisations must respond to SARs within one month, providing the requested information, any relevant details about data sharing and the purposes of data processing.
How can companies comply with SARs?
To comply with SARs under GDPR, organizations should follow these steps:
Establish a clear process
Implement a standardised procedure for handling SARs to ensure all staff know how to identify and escalate requests promptly.Verify identity
Confirm the requester’s identity to protect against unauthorised data access.Data retrieval
Gather all relevant personal data, including emails, documents, video and system records. Ensure all data is complete and accurate.Respond within the deadline
Provide the requested information within one month, extending by two months for complex cases if necessary.Ensure transparency
Clearly explain the data being processed, the purpose, data sources and any data sharing with third parties.Redact third-party information
Protect the privacy of others by redacting (masking) third-party information not related to the requester.Maintain records
Keep detailed records of SAR responses to demonstrate compliance and address potential disputes.
How does digital document management help with SARs handing?
Digital document management streamlines the handling of SARs (or DSARs) by enabling quick and efficient retrieval of personal data across an organisation.
With centralised, searchable storage, organisations can easily locate relevant documents, emails, and records.
Automated workflows ensure that SARs are processed within the GDPR’s required timeframes, which reduces the risk of non-compliance.
Built-in tracking and redaction tools
Additionally, digital document management systems can track requests, verify identities and redact third-party information. Enhanced security features, such as access controls and time-stamped audit trails, ensure that sensitive data is protected throughout the process, which improves overall accuracy and compliance.
Document Manager’s built-in compliance tools include: encryption, redaction tools, version control and audit trails, auto data retention and purge.
Built-in redaction tools for rapid SARs fulfilment