Designing the Workflow

An effective automated DSAR workflow consists of six stages, each with opportunities for automation while preserving human oversight where judgment is required.

Stage 1: Intake

Replace email-based intake with a structured web form or privacy portal:

Capture request type (access, erasure, rectification, portability, etc.)
Collect requester identification data
Record the jurisdiction for deadline and regulatory routing
Auto-generate a case ID and confirmation email
Start the deadline clock automatically

Stage 2: Identity Verification

Automated verification routes based on requester type:

Existing users: Require authenticated session or account-linked email verification.
Non-account holders: Send verification email to the address in your records.
High-risk requests: Route to manual verification with document upload.

Only after verification passes does the workflow proceed to data discovery.

Stage 3: Data Discovery

The core automation opportunity. Connect your DSAR platform to data sources via APIs:

CRM, ERP, and HRIS systems for structured data
Email and communication platforms for correspondence
Analytics and marketing platforms for behavioral data
Cloud storage for documents and files

Automated discovery runs coordinated searches across all connected systems and compiles results into a case file. For systems without API access, the workflow generates tasks for manual data stewards with clear instructions and deadlines.

Stage 4: Review and Redaction

AI-powered tools pre-process the collected data:

Flag third-party PII for redaction
Identify potentially privileged or exempt content
Categorize data by type and source for organized presentation

Human reviewers validate the automated flags, make final redaction decisions, and assess exemption applicability. This is where human judgment remains essential.

Stage 5: Response Generation

Automatically compile the reviewed data into a response package:

Cover letter with GDPR Article 15 required information
Organized data extracts by category or source
Explanation of any exemptions applied or data withheld
Information about the right to complain to the supervisory authority

Stage 6: Delivery and Closure

Deliver the response through a secure channel (encrypted email, secure portal download). Record proof of delivery. Close the case and archive the documentation for your records retention period.

Escalation Handling

Not every DSAR fits the automated workflow. Build escalation paths for:

Requests involving potential exemptions or legal complexity
Requests with tight timelines requiring the two-month extension
Requests from employees or in the context of disputes
Manifestly unfounded or excessive requests requiring refusal assessment

Jerisaliant provides a complete end-to-end DSAR automation workflow with configurable stages, API-based data discovery, AI-assisted redaction, secure delivery, and built-in escalation routing.

How to Build a Scalable, Automated DSAR Fulfillment Workflow