Building a DSAR Workflow

A Repeatable Process Is the Foundation of Compliance

Privacy regulations like the GDPR and CCPA impose strict deadlines on responding to data subject access requests -- typically 30 or 45 calendar days. Without a documented workflow, meeting those deadlines consistently is a matter of luck rather than process.

A sound DSAR workflow typically includes five stages:

1. Intake and logging -- Capturing the request through a consistent channel (web form, dedicated email address) and recording it in a tracking system with the date received and deadline.
2. Identity verification -- Confirming the requester is who they claim to be before disclosing any personal data. The verification standard varies by regulation.
3. Data search and collection -- Locating the requester's personal data across all systems where it may reside. This is usually the most time-consuming step.
4. Review and redaction -- Checking collected data for third-party information that must be redacted and applying any applicable exemptions.
5. Response and documentation -- Compiling the response package, delivering it securely, and recording what was provided and when.

The key governance principle is repeatability. When every request follows the same documented steps, you reduce the risk of missed deadlines, incomplete responses, and inconsistent handling across your team.

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Start with ready-made templates. Download the DSAR Response Templates for acknowledgment letters, verification requests, response packages, and extension notices you can put to work immediately.