Request Lifecycle Settings
This feature must be enabled by an administrator.
The SAR Lifecycle feature provides SAR administrators with an automated framework to securely purge request data once it is no longer required for legal or operational purposes. By defining specific retention periods for collected items, disclosures, and subject metadata, organizations can significantly reduce their data footprint and mitigate the risks associated with over-retaining sensitive personal information.
The settings can be adjusted by anyone who can access the SAR application and apply to all SARs.
Within the SAR application, go to Settings.
Then select Lifecycle settings.
This will show you the settings currently applied to SARs.
To change any of these select Edit Settings.
For each Response Data type select the dropdown to change the 'Remove After' length.
When a closed or Cancelled SAR reaches the selected time the specific data will be removed.
Select Save
The data must be removed in the order it is shown in the list. For example: Collected items can't be 6 months and Latest Disclosure 5 months. You can set them both to 6 months, or set Collected Items to 6 months and Latest Disclosure to 7 months.
Response Data Types
There are 4 types of response data that can be removed at different points of time.
Collected Items - This includes the original, marked up and finalised items within a SAR no matter the status.
Items added via search are only removed from the SAR. Imported items are removed from the SAR and the System.
Latest Disclosure - This includes the disclosed items and cover letter.
Data Subject Details - This includes any names, contact information, addresses for the subject and third parties, response labels, response descriptions and disclosure manifests.
Response Metadata - This includes all subject agnostic metadata; response start dates, due dates and extension dates.
Disclosure Manifests
Requests that have not gone through the final stage of the lifecycle have the disclosure manifest available. You can download the manifest from the SARs activities tab.
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