Creating and completing a data request can all be done in Aiimi Insight Engine.
Select SAR from the application menu.
From here you can find open SARs and requests to collaborate.
Select New SAR Response.
A Search Settings pop up will open.
Determine the details of the request choosing the type of request, what will be searched and any PII or PCI needed for this.
Select Subject Access Request from the application menu.
Select New SAR Response.
Select the type of request you are creating from the Subject Type preset list.
Type any terms you want to search as part of this request.
For example, name, location, file type.
Click the Add + button.
You can add as many search terms as you need.
To remove or edit one search term use the icons within each term.
To clear all the search terms use the Delete (Bin) button.
Select File Locations from the dropdown.
Select the sources and locations you want to search.
There is no maximum number of sources that can be searched.
Select the Personal Identifying Information (PII) from the dropdown.
Select all the PII you want. There is no maximum number to search.
Select Next.
Enter the details of the request subject and if applicable the details of any third parties. Requests can be received from the data subject or someone on their behalf. This information will be used to search, find the subjects information and contact the requestor.
Select who is submitting the request.
The data subject or Someone on behalf of the data subject.
Once submitted you are unable to edit who submitted the request.
From the Data Subject
Enter the subject's First Name.
Enter the subject's Last Name.
Enter the subject's Email Address.
This will be used for communication about the request.
Enter the subject's Mobile Number for communication.
This will be used for communication about the request.
If this is not entered all communication will be via email including Privacy Portal Passwords if applicable.
Enter the subject's Registered Address.
Check Subject Identity Verified if you have verified the subjects identity.
If unchecked, the identity will need to be verified before disclosing.
Select Next.
On behalf of the Data Subject
Subject Details
Enter the subject's First Name.
Enter the subject's Last Name.
Enter the subject's Email Address.
This will be used for communication about the request.
Third Party Contact Details
Enter the requestor's First Name.
Enter the requestor's Last Name.
Enter the requestor's Email Address.
This will be used for communication about the request.
Enter the requestor's Mobile Number for communication.
This will be used for communication about the request.
If this is not entered all communication will be via email including Privacy Portal Passwords if applicable.
Enter the requestor's Registered Address.
Check Subject Identity Verified if you have verified the subjects identity.
If unchecked, the identity will need to be verified before disclosing.
Select Next.
Within Collection Settings you can enter the specifics about the collection, when it was started, the assignee and any specific details that were requested.
Enter a display name to be shown within your collections and SAR area.
Select Start Date and choose the date from the calendar.
Once selected it will be formatted DD-MM-YYYY.
Change the assignee
A request can be assigned to any user with access to the SAR application.
Select the Assignee dropdown.
By default the Assignee will be the user creating the request.
Start typing in the Find a User box to search for a user.
Select the user you wish to assign it to.
Adding Contributors
Others can be added to a request as a Contributor. They will be able to add items to the response.
Select the Contributor text box.
Start typing in the text box to search for a user.
Select the name from the filtered list.
Check "Only Visible to Owners and Contributors" if this response is confidential and should not appear within the All SARs list.
Adding labels and descriptions
Type one label at a time.
Select the Add (+) button or use the enter key.
There are no restrictions to the number of labels added.
The SAR label will apply by default so you can see which Collections are part of a request. This cannot be removed.
To remove all other labels select the Clear (bin) next to the text field or select the bin within the label to remove them individually.
Enter a description in the Request Details field to add context and help others understand what's needed.
Select Next.
Choose if a Privacy Portal should be used to disclose the response and if communication between the requestor and the assignee is allowed.
If the Privacy Portal has been disabled by an administrator you will disclose the response using alternative methods determined by the business.
Check Create a Privacy Portal to enable the Portal.
To disclose the response to the portal a Subject Name, Contact Email Address and Subject Type must be entered.
If this is not checked responses will be sent using alternative methods determined by the business.
Select Create SAR Response or Create SAR Response and Portal.
