Newbury, UK, November 2018: Exonar has launched a new website to showcase its Case Management Module that can dramatically decrease the time and cost involved in processing Subject Access Requests (SARs).
SARlution demonstrates an easy way to deal with SARs by using Exonar’s platform to find all the necessary personal data digitally, understand how that data is processed and stored and create simple templates to complete SAR cases. The graphical dashboard shows how many SARs have been processed and how many are waiting to be processed and tracks the time to completion.
SARs can be expensive and disruptive to an organisation. To address this Exonar’s platform maintains an up-to-date index of all information. It uses machine learning to understand customer data in emails, databases, word documents and spreadsheets. It’s automated and intuitive, enabling rapid data collation to reduce the time required for processing SARs.
As an example of the complexity involved with completing requests, when an Exonar employee submitted a SAR to their bank – with whom they have been a customer for over 10 years – they received around 800 sheets in 15 reims of paper.
Adrian Barrett, CEO and founder of Exonar, said: “SARs can contain a huge amount of information, often filling two or more courier shipping boxes. Finding, collating and redacting all of this information can hit organisations hard in terms of both cost and time to complete. But the latest technology can dramatically reduce the complexity of dealing with requests, driving down the time required to complete requests from days to minutes.”
SARs and GDPR
SARs were first introduced by the 1998 Digital Protection Act. But since the introduction of the EU General Data Protection Regulation (GDPR) in May 2018, the time that organisations have to complete requests has been cut from 40 days (as per the 1998 DPA) to one month. Organisations must also complete requests free of charge in most cases.
Failure to comply with requests or meet deadlines can expose organisations to new enforcement measures wielded by the UK’s Information Commissioner under the GDPR, including large fines.
But faced with these changes, many organisations will struggle to complete SARs due to the many systems, departments, processes, people and business units often involved when fulfilling a SAR. Exonar spoke to a previous SARs processor within the NHS about the challenges faced when dealing with Subject Access Requests in an under-resourced environment. Read the full article here: exo.nr/SARsNHS
The cost of compliance
The new guidelines present significant challenges to organisations that rely on old processes. For example, Exonar’s recent Freedom of Information research into how the public sector deals with SARs found that the average cost of processing a request is £145.46, but in some cases the cost was much higher such was the complexity of finding data and the associated administration.
The research also found that many organisations failed to meet the deadline for providing answers to its FOI requests (requests must be completed within 20 working days). The average response time was 24 days, highlighting the difficulty that many will face complying with requests under the new GDPR requirements.
Exonar’s platform solves these issues by discovering and offering instant visibility of sensitive data so organisations can complete SARs quickly, as well as improving risk management and cyber security.
Barrett concluded: “Exonar’s case management module offers a simple dashboard with a complete overview of SAR cases including detailed reporting and insight into bottlenecks. Easy to create templates allow untrained users to instantly find information related to an individual, and documents can be easily reviewed without the need to access the originals. It makes SAR processing simple and painless allowing the business to free up valuable personnel to focus on the business.”
Exonar solves a problem common to all organisations and their senior information owners, “I just don’t know what I’ve got”. Exonar finds and fixes an organisations’ information, from databases to documents – swiftly and at scale. We use machine learning to understand what’s important, where it is and who has access to it.
Exonar identifies documents containing passwords, customer and confidential information enabling successful governance, risk management, document retention, cyber security and compliance with regulations such as GDPR and CCPA – with ease.
We enable organisations to better organise their information, removing risk and making it more productive and secure. Visit us at sarlution.com to learn how your SAR process can made quicker, easier and much more cost effective.