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When a Data Subject Access Request (DSAR) lands in your inbox, it can feel like a ticking clock. The deadline is tight. The data is everywhere. And the pressure to avoid mistakes? Immense. Handling the DSAR process right isn’t just about checking boxes for GDPR compliance or keeping regulators off your back. It’s about protecting your brand, avoiding litigation, and maintaining client trust.
But let’s face it: it is difficult to do all of that in-house. This is where outsourcing comes and why many law firms, onshore LPOs, and legal tech teams are pivoting.
Let’s break down the top challenges in the DSAR process and show you how outsourcing doesn’t just help; it makes everything smarter, faster, and safer.
What is the DSAR Process?
Before diving into the problems, a quick refresher. The DSAR process flow begins when an individual submits a request to access their personal data that an organization holds. This is their legal right under GDPR, CCPA, and similar data privacy laws.
The DSAR process generally includes the following:
- Receiving and validating the request
- Searching across systems for relevant personal data
- Reviewing and redacting sensitive or third-party information
- Compiling and delivering the final response
Now, that might sound straightforward. But it rarely is, especially when you’re doing it at scale.
Top DSAR Process Challenges
1. Volume Overload: Too Many Requests, Not Enough Time
Legal teams aren’t built to handle floods of access requests. If you’re in healthcare, insurance, or technology, you know how quickly these requests pile up.
Problem:
- High request volumes overwhelm internal resources.
- Inconsistent processes lead to delays or errors.
- Burnout hits internal legal and compliance teams.
Outsourcing Solution:
- Outsourced teams scale with your request volume.
- They follow a streamlined, repeatable DSAR process flow.
- Dedicated experts work 24/7, improving DSAR response time and relieving your team.
2. Data Fragmentation Across Systems
Most enterprises have dozens of systems: email, CRMs, HR tools, and shared drives. Locating the relevant personal data amongst them is a challenge.
Problem:
- Data is locked in siloes, it’s difficult to find.
- Manual searches take time and lead to errors.
- Not able to find the data means failure to comply and fines.
Outsourcing Solution:
- Outsourced DSAR Service providers use advanced tools to locate data faster.
- Many use DSAR automation to scan structured and unstructured systems.
- You get a complete and accurate result without the internal legwork.
3. Redaction Risks: Exposing What You Shouldn’t
Not all personal data can be handed over. You must review for privilege, redact third-party data, and remove sensitive internal info.
Problem:
- Manual redaction is time-consuming and error-prone.
- Inexperienced reviewers can over- or under-redact.
- Poor redactions = risk of legal exposure.
Outsourcing Solution:
- Outsourced legal support teams have trained reviewers.
- Tools enhance DSAR automation for fast and accurate redaction.
- Built-in quality control ensures no sensitive info slips through.
4. Tight Deadlines and Escalating Costs
Under GDPR, you have just 30 days to respond. That’s not much time, especially if you’re juggling other matters.
Problem:
- Internal delays blow past deadlines.
- Rushing means a higher risk of mistakes.
- Legal reviews become costly.
Outsourcing Solution:
- Outsourcing improves DSAR response time with pre-set SLAs.
- Flat-fee pricing models reduce cost variability.
- Timelines are predictable, and internal teams stay focused on higher-value work.
5. Limited Knowledge of Data Privacy Regulations
DSAR requests are not just about giving data. You must also act on your obligations under GDPR, CCPA, and other legal statutes, which involves legal nuance.
Problem:
- Legal teams may not be trained to handle data privacy issues.
- Non-compliance is due to misinterpretation of the requests.
- Staying up to date with new regulations and changing laws is difficult.
Outsourcing Solution:
- You tap into specialists trained in global privacy laws.
- Outsourced providers bring regulatory know-how.
- They guide you through compliant, bulletproof responses.
6. No Standardized Process = Inconsistent Output
Most organizations don’t have a unified approach to DSARs. Each team approaches it differently, leading to uneven results.
Problem:
- Format and messaging inconsistency.
- Difficult to record and report.
- Poor audit trail for regulators.
Outsourcing Solution:
- Providers follow a systematic DSAR process.
- All requests are logged, tracked and document.
- Be audit-ready without all the work.
Also read: Data Subject Access Request Handling Trends in 2025
7. Tool Gaps and Poor Tech Integration
Maybe you’ve invested in an eDiscovery or compliance platform, but it doesn’t quite cover DSAR automation. Or it doesn’t talk to your other tools.
Problem:
- Disjointed systems waste time.
- Manual workarounds increase risk.
- Costly tech sits underused.
Outsourcing Solution:
- Outsourced teams use purpose-built tools for DSAR requests.
- They work within your current stack or bring in their solutions.
- Seamless integration = faster delivery + less internal lift.
Why Outsourcing DSAR Process is the Smarter Strategy
Still thinking about handling everything in-house?
What to Look for in a DSAR Outsourcing Partner
Not all providers are equal. Choose one that offers:
- End-to-End DSAR request process support
- Experience with GDPR, CCPA, and global data laws
- Strong data security protocols
- Scalable delivery teams
- Transparent pricing and clear SLAs
Also, make sure they’re comfortable working with:
- Your existing eDiscovery tools (like Casepoint, Venio, Reveal, etc.)
- Your onshore LPO partners
- Your internal legal ops and IT teams
Final Thoughts: Don’t Let DSARs Drain Your Resources
Here’s the bottom line: Data Subject Access Requests aren’t slowing down. If anything, they’re growing.
Organizations in the US, UK, Canada, and Australia are under more pressure than ever to respond quickly, accurately, and compliantly.
The smartest way to handle the DSAR process isn’t to pile more work on your internal team. It’s to outsource. When done right, it saves time, cuts costs, and gives you peace of mind.
When you partner with an experienced team, the next time a data subject access request shows up? You won’t panic. You’ll just pass it along and get back to what matters.
Need faster, airtight DSAR responses without draining your team?
Aeren LPO delivers expert-led, end-to-end DSAR support with speed, precision, and compliance built in.
Let’s make your next request effortless. Contact us today!
