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DATA SUBJECT ACCESS REQUESTS (DSAR) SOLUTION

Data subject access requests can be made by data subjects under the Data Protection Act 2018 or, in the case of Public Sector organisations, under the Freedom of Information Act 2000.

The management and processing of data access requests can be distracting, time-consuming and costly because any content that can identify personal data of people other than the data subject must be removed.

The process therefore involves the selection, photocopying and accurate redaction of the correct physical files as well as their reassembly and refining.

All of this has to be done to deliver the requested information within the time limit stated in the legislation.

Kefron’s DSAR solution provides an easy and efficient way to process your Data Subject Access and Freedom of Information requests.

HOW DOES IT WORK?

The process has a layer of management that ensures output standards for both image and redacted output quality is in accordance with a pre-agreed benchmark.

STEP 1: FILES ACCESS

Files can be accessed from Kefron’s secure Records Management Facility, if your files are stored with us, or alternatively, files can be collected from your premises or storage provider.

STEP 2: DIGITISATION & DATA REDACTION

The archived files are digitised and any information relating to all other parties are removed through redaction. This includes Personally Identifiable Information (PII) such as names of spouses, relatives, business partners, staff etc., but could also contain other information on third parties.

STEP 3: NON-RELEVANT INFORMATION REMOVAL

Kefron can also process the files based on any other Business Rules that you might require such as the removal of specific non-relevant information etc.

STEP 4: VERIFICATION & APPROVAL

The redacted digital files are then sent via secure file transfer to you for final review and verification before submission to the requestor.

STEP 5: SECURE FILE TRANSFER BACK TO STORAGE

Upon completion of the request the files will be securely reassembled and transferred to the source storage. Both file and page integrity will be maintained throughout the process.

Kefron understands the sensitive nature of the documents in scope for this process, as well as the critical turnaround times and the need for 100% accuracy and direct representation of content. Our DSAR solution is designed to manage these requirements as efficiently as possible whilst ensuring the security and confidentiality of the data throughout.

THE REAL BENEFITS

Our Data Subject Access Request Solution, carried out by our experienced staff, will allow you to:



Respond to the requestor more efficiently with a fixed turnaround and consistent service and output levels.



Remove the burden of time and effort required to fulfil data subject access requests, freeing up resources to focus on work and tasks that add more value to the organisation.



Maintain both file and page accuracy and integrity throughout the process.

SECURITY AND CONFIDENTIALITY

Kefron’s processes are governed by four ISO standards including ISO 9001 Quality Management, ISO 27001 Information Management, ISO 15489 for Records Management and ISO 14001 for Environmental Protection.

Kefron is fully GDPR compliant, is registered with the Data Protection Commissioner and employs a full-time Data Protection Officer.

All file processing from start to finish will be carried out by trained personnel in Kefron’s secure Records Management facility in Dublin.

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