Using e-Redact has reduced subject access turnaround times by 40%.

The challenge

Subject access requests from the public, regarding information held about them, has been increasing rapidly over the years. 

Before the council discovered e-Redact, they reviewed client cases manually and applied a marker pen to remove sensitive information. The issue was that, often, sensitive data remained visible underneath the pen and the redactor had to search through an entire document for repeat instances of a word.  In addition, the paperwork had to be photocopied twice and locating the manually redacted copy following release was problematic due to incorrect filing. 

Altogether, the entire procedure was time consuming, expensive and unreliable.

The strategy

There was a very obvious need for an electronic redaction system whereby documents could be scanned, saved and re-opened when further alterations were required and when output needed to be shared with other team members. 

E-Redact was therefore implemented as a matter of urgency due to spiralling costs and issues caused by human error.

The benefits

  • Redaction process is wholly electronic

  • No requirement for additional staff

  • Search term functionality improved accuracy and quality 

  • Text remained visible under opaque layer 

  • Simple to use

  • Hours of redacting time saved

  • E-files instantly emailed to the requester

  • Significant cost savings on postage and photocopying

  • Redactions applied later to larger documents 

  • Irreversible output that aligns with PD:0008 

  • 100% FOI, DPA, EIR compliance 

ROI for Aberdeen City Council

40% time saving through search terms

Subject access turnaround times reduced by 40%

e-Redact reduced our subject access turnaround times by 40%. In turn, this has allowed us to process more requests with the same staff numbers and in many cases respond to the requester more quickly.

Trevor Gillespie, Social Care and Wellbeing Team Manager, Aberdeen City Council

We would happily recommend e-Redact for its ease of use and its time cost saving features.

Trevor Gillespie, Social Care and Wellbeing Team Manager, Aberdeen City Council

One of the most significant drivers of the increase in SARs is their strategic use in the context of disputes. A SAR is a fundamental right, but it is increasingly being used as a tactical tool, particularly in the employment sphere.

A Pre-Litigation Tool

Data protection experts have observed that a large percentage of SARs are now tied to parallel claims. For instance, around 80% of the SARs handled by one specialist firm were linked to grievances, employment tribunals, or settlement negotiations.

High Risk for Employers

This trend is a major concern for organisations. Polling data from legal professionals indicates that over 80% of employee SARs are considered “high risk” because they are often connected to employment litigation.
 
Employees may use a SAR as a form of “fishing expedition” to gather evidence before or during a formal dispute, hoping to obtain emails, messages, and other documents that might support their case 

•Beyond Employment

This tactical use isn’t limited to the workplace. Public sector bodies have also noted a growing trend of individuals using SARs as an alternative way to get information during formal complaints procedures