Fulfil Subject Access Requests More Efficiently with FreeDocs

Businesses are now facing increasing subject access requests (SARs) as privacy regulations become more stringent. A subject access request is a formal request from an individual to a business or organisation, asking for information about the data that is held on them. In January 2022, the MoJ faced a £17.5m GDPR fine over a subject request backlog. SARs can be time-consuming and labour-intensive for businesses to fulfil, but with the right document management system, the process can be quickened significantly, reducing the risk of your business facing a large fine.

Traditionally, businesses have managed SARs through manual processes, such as searching through paper records or electronic files to identify and retrieve information. This can be a tedious and time-consuming task, especially if the requested information is scattered across multiple locations or departments.

With a document management system like FreeDocs, however, SARs can be fulfilled more efficiently. A document management system is a software tool that helps businesses organise and manage their electronic documents, allowing them to store, track, and retrieve information quickly and easily.

Here are some ways in which a document management system can quicken the SAR process for businesses:

Centralised Storage

With a document management system like FreeDocs, all relevant documents can be stored in one centralised location, making it easier to locate and retrieve the information required to fulfil a SAR.

Advanced Search Capabilities

FreeDocs has advanced content search capabilities that allow users to search for specific documents or information quickly and easily. This can save time and reduce the risk of missing important information. Using the “AND” function in FreeDocs, you can search for multiple keywords at a time to make it even easier to find the document you require,

Automated Workflows

A document management system like FreeDocs can automate many of the processes involved in fulfilling a SAR, such as identifying relevant documents, redacting sensitive information, and notifying the relevant parties. This can significantly reduce the time and effort required to fulfil a SAR.

Increased Security

FreeDocs can also help businesses comply with data privacy regulations by providing enhanced security features, such as access controls and audit trails. This can help ensure that personal data is protected and only accessed by authorised personnel.

 

With the right system in place, businesses can fulfil SARs more efficiently, freeing up time and resources to focus on other important tasks.