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Create Search Requests

Search requests are generally batched and run as one (with the scheduled time set by the Super User/s), as this will deliver maximum performance, minimize impact across the estate and prevent delays caused by queuing. You can create as many search requests as needed.

To create a search request:

  1. In administrative web console, navigate to Data Analysis → DSAR.

  2. Locate the Searches tab.

  3. Click Add on the right.

  4. Complete the following fields:

    OptionDescription
    Case IDEnter Case ID. The Case ID is the unique ID given to the request, to allow tracking throughout the process. NOTE: If you choose an existing Case ID, you will be prompted to confirm that you want to run another search for the same ID. This will prevent multiple identical searches from being run for the same search request.
    Last Name*Enter the last name to associate search results with a particular individual. NOTE: The last name alone will be passed as a clue – the first name/s alone will not. The field is not case sensitive.
    First Name*Enter the first name to associate search results with a particular individual. NOTE: The field can be used only in conjunction with the last name.
    Email AddressEnter email address. Email addresses are unique, so if they are identified within a file, it should be deemed relevant to the request. NOTE: The field is case-sensitive.
    ReferenceSpecify additional references to identify an individual. You can add as many additional parameters as needed. For example: Customer reference, Account reference, Claim reference, Account number, etc.
    Enable Date SearchLimit your search by specific date range.

* - see Example

TIP: After discussion with stakeholders and customers, it has become clear that many subject access requests (SARs) are initiated as a means of finding specific information (e.g. former employees looking for a particular email trail, etc.). In this scenario, the data is far easier to find and collate if the only data retrieved pertains to a specified date range rather than ALL data.

Example​

This example describes the search mechanism for First name and Last name combination.

A search for First name(s) John Richard with the Last name Smith will be searched for as:

  • John R Smith
  • John Smith
  • John Richard Smith
  • J.R. Smith
  • J. R. Smith
  • Smith, J.
  • Smith, J R
  • Smith, JR
  • Smith

See also: