DSAR backlogs have become a persistent challenge for organisations across the UK. Corporates, charities, universities, technology firms, NHS partners and service providers are all dealing with higher request volumes and stricter expectations under UK GDPR, the Data (Use and Access) Act (DUAA) and updated ICO guidance. In most cases, the issue is not a lack of staff. The real cause is a broken workflow.

This blog explains why backlogs form and how organisations can resolve them without increasing headcount.

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Why DSAR Backlogs Really Happen

1. Searching every system

Many organisations still default to searching every system and folder for every DSAR. Under DUAA, this is no longer recommended. DUAA confirms that searches must be reasonable and proportionate. Exhaustive searches across all systems slow teams down, generate unnecessary volumes of data, increase redaction risk and make deadlines easier to miss.

Backlogs usually grow because teams are overwhelmed with irrelevant material, not because they lack resources.

2. No structured triage

Without a clear triage process, all DSARs are treated the same. A straightforward HR request receives the same attention as a complex multi-system DSAR. This leads to delays, missed clarification opportunities and an inability to prioritise correctly.

3. Fragmented data systems

Most organisations hold personal data across email, shared drives, collaboration tools, CRM systems, cloud platforms and archived storage. When data is scattered and there is no DSAR-specific map of where information is likely to be found, teams fall back on asking every department to search everything. This creates duplication, inconsistent scoping and large review sets.

4. Manual redaction bottlenecks

Manual redaction is one of the biggest contributors to DSAR backlogs. Large PDFs, email chains, screenshots and chat logs all require intensive review. When redaction is slow or inconsistent, turnaround times suffer and rework increases.

5. Weak documentation

Many DSAR escalations occur because organisations cannot demonstrate how they searched, which systems they included or excluded, what search terms they used or how decisions were made. Missing documentation slows teams down and increases regulatory risk.

6. Poor communication with requesters

A significant percentage of complaints arise because requesters feel ignored. Lack of updates, unclear timelines and vague correspondence often trigger escalations even when the underlying DSAR work was carried out correctly.

7. Team fatigue

DSAR work is repetitive, sensitive and cognitively demanding. Without a structured workflow, staff experience burnout, which slows down output and contributes to backlogs.

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How to Clear DSAR Backlogs Without Hiring More People

1. Use proportionate and defensible scoping

Instead of searching everything, focus on the systems and custodians that are genuinely relevant. A proportionate approach includes clear inclusion and exclusion decisions, a rationale for each and targeted timeframes. This reduces volume and improves accuracy.

2. Introduce a triage model

Classify DSARs as low, medium or high complexity. High-risk requests can then be routed to specialist staff while simpler requests progress more quickly.

3. Develop repeatable DSAR playbooks

Most DSARs fall into predictable categories such as employee DSARs, customer DSARs or service-user DSARs. Create repeatable templates for each category so teams do not start from scratch every time.

4. Use targeted quality assurance instead of full re-review

Full re-review is not scalable. QA should focus on high-risk content, sensitive cases and AI assisted outputs. Sampling is more efficient and reduces bottlenecks.

5. Strengthen documentation and audit trails

Every DSAR should have a clear record that covers intake, clarification, system scoping, search terms, redaction decisions, exemptions and QA notes. Good documentation prevents complaints and allows teams to progress DSARs more quickly.

6. Modernise redaction with AI supported tools and human oversight

Technology can help identify personal data, cluster similar documents, remove metadata and speed up redaction. Human oversight is still required but the manual burden is significantly reduced.

7. Centralise the entire DSAR workflow

Use a single platform or structured internal tracker rather than scattered inboxes, spreadsheets and shared folders. Centralisation reduces mistakes, improves consistency and shortens timelines.

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The Result: Faster DSARs and Fewer Complaints

When organisations redesign their DSAR workflow around proportionality, documentation and intelligent redaction, the improvements are immediate. Teams reduce their workload, errors fall, complaints decrease and deadlines become easier to meet. Most DSAR backlogs disappear not because more people were added but because the process finally became functional.

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How DSAR.ai Helps Organisations Resolve Backlogs Permanently

DSAR.ai supports organisations by automating discovery across complex digital environments, applying proportionate scoping, accelerating redaction with AI assisted tools, creating complete audit trails and managing DSARs end to end in a single structured workflow.

If your organisation is facing DSAR delays or rising complaints, DSAR.ai can help you build a faster, more accurate and sustainable DSAR operation.

Contact us to book a demo and see how quickly backlogs can be cleared.