From Clunky to Clean: A More Efficient Way to Handle SARs
Subject Access Requests shouldn’t feel like a marathon. But for most HR teams, they still do. Manual, time-intensive, and often involving multiple people, systems, and handoffs. From the moment a request lands, the pressure is on: deadlines, accuracy, and compliance all at once. The challenge isn’t just the workload, it’s the complexity behind the scenes.
We’ve broken down how Subject Access Requests typically work today, where friction builds, and how Microsoft technology can help you move towards a more structured, controlled, and efficient process.
What is a Subject Access Request (SAR)?
A Subject Access Request is a formal request made by an individual to receive a copy of the personal data an organisation holds about them. Under UK GDPR, organisations are required to respond within a defined timeframe, making speed and accuracy critical.
A typical request might look simple:
“Please provide a copy of all personal data you hold about me.”
But delivering that response involves far more than just retrieving a document.
Who is involved in a Subject Access Request?
Behind every SAR is a process that spans multiple teams and responsibilities. This can include:
- HR: Owns the case, coordinates the process, redacts and prepares the response
- External counsel: Advises on scope and legal clarity
- IT: Runs eDiscovery and extracts data
- Business teams: Review context and flag issues
This means SARs are rarely handled by one person. They’re collaborative, iterative, and often fragmented, which is where delays and duplication creep in.
The Reality: A 31-Day Process
The majority of Subject Access Requests will work to a 31-day timeframe to respond, and a lot has to happen in that timeframe.
Early stage (Days 1–3):
- Request received
- Logged and acknowledged
- Scope clarified
Mid process (Data discovery and validation):
- Define search parameters
- Identify relevant data sources
- Run searches and validate outputs
- Package data for review
Final stages (Review and release):
- Confirm scope match
- Verify redactions
- Check the quality of the response pack
- Obtain approvals
- Prepare and send final disclosure
- Record submission and retain an audit trail
At every stage, there are dependencies. And where there are dependencies, there’s potential for delay.
Moving to a More Structured Approach with Microsoft
Businesses are shifting from reactive workflows to something more joined-up and controlled.
Microsoft Purview: Structuring the process
Microsoft Purview supports key stages of SAR handling, including:
- Creating and managing cases
- Running structured searches
- Placing data on hold
- Exporting relevant datasets securely
- Enabling controlled sharing of response packs [Subject Ac…ss Request | PowerPoint]
This creates a clearer, more consistent workflow, reducing manual steps along the way.
Bringing Control with Microsoft Priva
Microsoft Priva is designed to support privacy management at scale, helping organisations handle subject rights requests more efficiently.
It enables:
- Centralised visibility of requests
- Structured workflows for managing responses
- Support for secure data handling and disclosure
This is about moving away from fragmented processes to something more repeatable and manageable.
Templates, Automation, and the use of AI
The weight in a Subject Access Request doesn’t come from the request itself, it comes from the repetition, coordination, and manual effort behind the scenes. By introducing structure, consistency, and intelligent support, businesses can take a process that feels heavy… and make it significantly lighter.
Templates
Many SAR delays begin with uncertainty.
Where do we start? What should this look like? What’s already been done?
Standardised response formats and workflows remove that friction and means:
- Everyone is working to the same structure
- Outputs are consistent and easier to review
- Less time is spent reworking or second‑guessing
For HR teams, this is particularly valuable. It reduces the pressure of starting from scratch and ensures that every response follows a repeatable, proven format; even when requests vary.
Automation
A large part of SAR handling is coordination. Chasing inputs, repeating tasks, and moving information between teams. Automation helps remove that burden.
Instead of manually tracking progress or duplicating effort across HR and IT, automation can:
- Handle repetitive steps in the workflow
- Reduce the need for constant follow-ups between teams
- Keep the process moving without unnecessary delays
This doesn’t change the outcome, it changes the effort required to get there.
AI-Powered Support
AI adds another layer by supporting the parts of the process that take the most time, whilst not removing the human oversight.
- Identify and detect sensitive data across large volumes of content (e.g. names, addresses, financial details)
- Scan documents quickly, reducing the time needed to locate relevant information
- Redact personal data, helping protect privacy before disclosure
This is where HR teams often feel the pressure, reviewing large amounts of data, knowing that accuracy is critical.
Watch the webinar on demand
If Subject Access Requests are starting to feel like a regular drain on your team’s time and energy, this session is a great place to start. Watch the webinar on demand and see how to move from manual, fragmented workflows to something more controlled and efficient.
Ready to take the pressure off?
Most HR teams are working through the same challenges – manual processes, multiple handoffs, and growing expectations around speed and accuracy.
You don’t need to rebuild everything, with Microsoft’s tools, SAR’s can become more manageable for your team and wider departments. If you’d like to explore what this could look like in your business, we’re here to help. Get in touch using the contact form below.
Author
Lewis Green