Subject Access Request: Checking That The Information Has Been Gathered (AG)

• Make a note of the type of SAR request

Note: The SAR request can be for all the information held or for copies of telephone calls and correspondence only

Then

• Go to step 2

Note: Do not check a case that you have already printed the computer screen prints out on

Check if all the correspondence, claims and declarations have been received

• If they have

• Photocopy them
   
• Remove staff names from any internal correspondence, by using tippex on a photocopy
   
• (This text has been withheld because of exemptions in the Freedom of Information Act 2000)
   
• Check that all the screen prints have been done

(This text has been withheld because of exemptions in the Freedom of Information Act 2000)

Then

• Return the correspondence, claims and declarations to storage. Follow the guidance in Preparing And Sending Documents For Storage

• If the SAR request is for all information, go to step 3
   
• If the SAR request is for copies of telephone calls and correspondence only, go to step 4

• If they have not, re-request the correspondence, claims or declarations and store in the designated area until received

• If they have not been received after 72 hours, chase them up
   
• When they have been received, go back to start of this step

• Not been done, pass back to the appropriate member of the team to complete the screen prints
   
• Been done, go to step 4

Notes:

1. Make sure when checking the screen prints that every award, award version, history screen, payment and household notes have been printed correctly
    
2. Make sure that if there has been a household break up the address, telephone numbers, bank details (unless it is a joint account) and any change of job details of the partner who has not requested the SAR have been removed

• Tie the completed SAR request along with all the print-outs with an elastic band
   
• Put it in a Polylope following the latest Data Security guidance and send it to DPU

(This text has been withheld because of exemptions in the Freedom of Information Act 2000)

Then

• Go to Step 5

• Mark the SAR request as ‘Complete’
   
• Enter the date the SAR request was checked