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Work smarter with Xerox® Capture & Content Services

A hassle-free approach to Data Subject Access Requests with our Intelligent Document Processing capabilities

Companies everywhere collect all sorts of information about people to aid in their operations. Some data may be vital for a service that a company provides. There may be instances where customers would like to see, change or remove their information from an organisation’s database – and they have legal rights to do this. That’s where a Data Subject Access Request (DSAR) comes into play.

A Data Subject Access Request (DSAR) is a formal request made to a company by someone inquiring what personal information has been collected, stored and used. However, challenges can arise when it comes to accessing this data, especially for large companies with equally large databases. These challenges may include:

  • how to build initial data sets from the present information

  • how to detect and review personally identifiable information (PII)

  • how to reduce errors while curating this data

  • how to best manage duplicated information

  • how to reduce the risk of running a fine

  • how to keep track of open requests

It’s critical to find a way to resolve these issues with a 66% increase in DSARs in 2022, when compared to 2021 1, with each request costing between £3000 and £6000 each2. That’s where Xerox® Capture & Content Services come in.

Our 1,2,3 End-to-end Approach

With our Intelligent Document Processing capabilities, you’ll find that dealing with DSARs is now as easy as 1-2-3.

STEP 1: Digitise and extract

Capture, scan and extract data from documents such as paper, microfiche, CD-ROMs, back-office systems, and convert it into a consistent digital format. We offer on-site and off-site services, and you can choose between using our team or your own for your data collection needs.

STEP 2: Govern and manage

Manage your Subject Access Requests (SARs) process across your core and extended teams with our SARs module. It guides your teams and contributors through each step of the required processes, including document and data gathering, review and approval.

We provide a multi-user, guided workflow that includes a full audit trail for evidence of the process. Get auto-notified and send task updates driven by calendar-based deadlines to people or systems.

STEP 3: Automate and assist

Find all available PII with fewer risks, saving your organisation’s time and money. We use SARs-trained AI to discover and highlight PII and other custom terms and expressions. Quickly search, review and redact large volumes of information.

Here’s a list of the tasks that we can take off of your hands:

  • Automatic identification and highlighting of PII

  • De-duped data, including near duplicates, email de-threading

  • AI-assisted redaction across entire data sets

  • Forensic analysis

  • Contamination analysis

  • Preparation of documents for a final review

  • Digital delivery of response through a web-based portal

  • Optional, secure printing and delivery of the physical response pack

The Benefits Of Our Intelligent Document Processing Capabilities

Here’s how we can make your work easier:

  • Detect PII through automated, secure means – We provide the foundation to comply with requirements across regulations such as GDPR and help reduce the risk of leaky workflows.

  • Improve accuracy – AI accuracy clocks in at 85% or more, while human review accuracy typically fluctuates between 60-70%.

  • Search, review, redact quickly – Our hyper-fast processing capabilities save time and improve the accuracy of the search and review process.

  • Manage your workflow better – Simplify the process with multiple reviewers, audit trails and enhanced collaboration.

“It takes us about 20 hours per DSAR, with this we believe it could take 2 to 2.5 hours.” – Local Authority

Find out more about how we can help you save time, effort and money with Xerox® Capture & Content Services.

1. Survey of 460 UK-based DPOs from the UK Data Protection Index, HR Magazine, 2022 – Link

2. Statista, Average Cost of a Data Subject Access Request in the UK, 2020 – Link

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