How to improve your DSAR process in 7 steps
Responding to DSARs can be an avoidably arduous task. Here are 7 ways to ease the pain and improve the process.
1. Over collect the raw DSAR data
During the early stages of the DSAR process, and to ensure no important information is missed, it is best practice to upload as many files as possible into the Smartbox.ai solution and let the advanced AI technology do the heavy lifting and sifting for you. This reduces the risk of key information being missed and increases the quality of the final disclosure.
2. Let technology find ALL references to people and personally identifiable information
When searching for potentially sensitive information, we only know what we know, so can only search for information we think may be in a particular dataset. Smartbox.ai solves this problem as it automatically highlights every reference to personally identifiable information, regardless of whether it relates to known people of interest or not. You can then decide what to do with it.
3. Deduplicate your DSAR dataset before you start reviewing
On average, a DSAR dataset contains 63% of duplicated information. Not only is a manual deduplication process heavy-going, it’s also not very accurate and often leads to remaining information-duplication. Rather than doing it manually, a better way is to use Smartbox.ai. Smartbox.ai’s clever AI technology can read the entire dataset and cull the duplicated data automatically. This approach ensures you only review a piece of information once, saving significant time and money.
4. Use the right DSAR collaboration tool for the job
Most reasonably complex DSARs require multiple stakeholders to participate in the review process. The challenge with this is how you securely and efficiently share the dataset and allow multiple stakeholders to review it. Smartbox.ai’s collaboration capability is designed exclusively for this function and allows you to involve multiple stakeholders in the review process.
5. Don’t waste time redacting one DSAR file at time – do them all with a single click
Redacting sensitive information is critical in the DSAR process. It can however be very time consuming as most redaction tools only allow one document to be redacted at a time. There is a better way. Smartbox.ai allows you to redact a word, phrase, or segment of information from every file in your dataset with the touch of a button, saving you hours of time and reducing the risk of accidental disclosure of information that should have been redacted.
6. Share your DSAR data
When your redacted DSAR bundle has been prepared for disclosure, it then needs to be shared with the subject. This can be done by printing and sending it, or distributing it electronically using standard email systems, file transfer systems, or corporate data sharing systems such as Microsoft SharePoint. While each of these approaches works, each requires some further work, whether it be the process of printing, packaging, and posting, or the process of moving the digital redacted bundle to which solution is chosen. A better way is to leverage Smartbox.ai’s in-built sharing capability that allows DPOs to send a secure link to the individual concerned. When the subject receives it, they simply need to click on the link, and they will have access to the secure disclosure from within the Smartbox.ai environment. This improves the security of the information transfer process and provides an audit trail that the information has been safely received.
7. Tracking DSARs
Tracking the DSAR process is relatively straight forward and can be done using reasonably elementary tools. However, as the number of DSAR’s increases a more robust solution is needed. To assist with the workflow process, Smartbox.ai users can use its inbuilt tracking functionality, simplifying the process.
To learn more about Smartbox.ai, book a demo today.