GDPR, SAR Data Redaction Proof Seal Module


This Proof seal model is for GDPR Subject Access Requests. To prove that any resulting data redactions from Subject Access Requests have been carried Correctly, Provably and According to Regulations.

The GDPR SAR Proof Seal Module model captures the following data events, workflows and outputs.

Data and Workflow Evidence Keys Captured in Module:

Name

Data Type

Structure/Repeat?

Description

Header Information:

Client Organisation

Text

Single occurrence

For example

Reading County Council

SAR Controller

Text

Single occurrence

A. B. Dipstick – HR Manager

SAR Received Date

Date

Single occurrence

When the SAR was received/submitted by the requestor

Submission Mode

Text

Single occurrence

Email, post. Phone. Website, …

Requestor

Text

Single occurrence

For example

Mr A Clarke & Son

SAR Target Response Date

Date

Single occurrence

Date the SAR should be completed and response sent

Timeline Extension granted

Text

Y/N

Whether an extension to the default 30 days was granted

Reason for extension grant

Text

Single occurrence

Reason why the extension was requested/granted

SAR Responded Date

Date

Single occurrence

Date the SAR was completed/send to requestor

SAR Processor(s)

Text

1-n

The names of those performing the SAR

Approver/Authoriser

Text

Single occurrence

Name of final reviewer/approver

Data and Workflow Captured:

Search Criteria

Text Structure

1 - n

This at a minimum would be the initial search subject name and any alternatives for that string i.e.

Mr A Clarke

Adrian Clarke

aclarke@mail.com

A knickname

This is a single string with 1-n alternative strings

Multiple search criteria can be provided so 1-n of the above structure could be provided i.e.

HR

Human Resources

Personnel Dept

XYZ

Step 1: Parent Data Set created

Y/N

Boolean

The creation of the data set to be searched

Step 2: Specify any exclusion of emails

Text

0 – n occurrences of email string

0-n email address strings to exclude any email files from the results data set

Step 3: Specify auto-redaction terms

Y/N

Boolean

Whether identification of terms to be redacted is to be performed. This is an optional step.

Step 4: Create the results Child Data set

Y/N

Boolean

Creating the results data set subset from the original data set

Step 5: Review/Redact all documents from the Child Data Set

Y/N

Boolean

Process to review each document and finalise what is to be redacted and identify any files that do not need to be included in the final response submission.

Step 6: Approval/Sign-off

Text

String single occurrence

Name of person who has reviewed and approved prior to responding

Step 7: Creation of output zip-file

Y/N

Boolean

Zip file creation

Output Data Information:

Zip file of results

Hash of file to be stored

Document identifying any excluded results

Document

Identified each file that was not included and why.

Zip file information

Text structure

Filename

x.zip

No of docs

99

Date created

01/01/01

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Customisable

This Module can be customised. Contact Evident or Nalytics for detail. Contact details: xxxxxxx