Secure Sharing of DSARs
When the hard work of preparing a redacted DSAR disclosure has been finished, the prepared bundle needs to be shared with the subject. There are three common ways of doing this, each of which has its flaws:
- Some organisations choose to do this by printing off the final disclosure and posting it to the subject, however, this is not advised as it’s very expensive, avoidably harmful to the environment, and not secure. If this is the chosen method, Smartbox.ai users can save the redacted bundle as a pdf, which can then be easily printed.
- Some organisations choose to do this by sending the disclosure via standard email systems. This also is not advised as it’s not always possible to track whether the subject has received and downloaded the bundle, nor is it the most secure way to transfer sensitive information.
- Some organisations choose to use file-transfer services, such as WeTransfer. While these services usually have a tracking capability and can help provide an audit trail, they require the disclosure to be uploaded into their system first. This invariably creates another copy of the sensitive disclosure that needs to be protected, plus of course, you are relying on the file-transfer system to be maintaining its security posture.
The better way …
A better way is to use the out-of-the-box secure sharing capability within Smartbox.ai. When a DSAR bundle is ready for disclosure, Smartbox.ai creates a secure HTTPS link that can be shared from within the Smartbox.ai environment with the subject. When the subject clicks the link an auditable read-receipt notification is triggered, and the files are made available.
And finally …
When bundles have been shared its important and necessary to safely store a copy of the disclosure in case of future challenge or enquiries. The best place to store these is within the Smartbox.ai environment.
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