Uploading Documents

Documents are central to processing DSARs. SAR Portal provides secure document upload, storage, and processing capabilities.

Uploading Documents

From the Case Summary Page

1. Open the case you want to add documents to
2. Locate the Documents section
3. Either:
   • Click the upload area to browse files
   • Drag and drop files directly

Upload Progress

• Progress bar shows upload status
• Large files may take longer
• Upload completes when the document appears in the list

File Requirements

Supported Formats

File Validation

All uploads are validated for:

• File type (based on content, not just extension)
• File size limits
• Virus scanning
• Format integrity

Document List

Uploaded documents appear in a list showing:

• File name
• File type icon
• Upload date
• File size
• Upload source (manual or from subject)
• Available actions

Document Actions

View

Open the document in your browser (if format supports it).

Download

Save a copy to your local device.

Analyze for PII

(Starter/Pro plans) Run AI analysis to detect personal data in the document.

Redact

Open the redaction editor to remove sensitive information.

Delete

Remove the document from the case. Requires admin permissions.

File Integrity & Verification

File Integrity Hashing

Every document uploaded to SAR Portal is automatically hashed using SHA-256:

• On Upload - Hash computed and stored with the document
• On Access - Hash can be verified to ensure file hasn’t been modified
• In Audit Logs - Hash recorded for compliance evidence

Why This Matters

File integrity hashing provides:

• Tamper Detection - Know if a file has been altered
• Audit Evidence - Prove document authenticity in investigations
• Compliance - Meet regulatory requirements for data integrity
• Chain of Custody - Document handling for legal purposes

Viewing File Hash

1. Open the document details
2. View the File Integrity section
3. SHA-256 hash is displayed
4. Compare with original if needed

Document Storage

Security

• All documents encrypted at rest (AES-256)
• Encrypted in transit (TLS 1.2+)
• Stored in EU data centers
• Access controlled by tenant isolation
• File integrity verified via SHA-256 hashing

Storage Limits

Monitor your usage on the Dashboard.

Soft Delete & Recovery

When documents are deleted:

1. Document is marked as deleted (not immediately removed)
2. Archived to a separate location
3. Can be restored until the case is closed
4. Permanently deleted when case closes

Deletion Requirements

• Only admins can delete documents
• Deletion reason must be provided
• Optional notes can be added
• Full audit trail created

Recovery

To restore a deleted document:

1. Admin must access the deleted documents view
2. Select the document to restore
3. Confirm restoration
4. Document returns to the case

Upload Sources

Documents can come from:

Manual Upload

Documents you upload directly from your computer.

Subject Upload

Documents uploaded by the data subject through the public portal.

Batch Upload

Multiple documents uploaded at once for batch processing.

Best Practices

Naming Conventions

Use clear, descriptive file names:

• john-smith-email-records-2024.pdf
• customer-database-extract.xlsx
• id-verification-passport.jpg

Organization

• Upload related documents to the same case
• Use the notes field to describe document contents
• Mark source documents vs processed outputs

Before Responding

• Review all documents for completeness
• Ensure personal data of others is redacted
• Verify file formats are accessible to the subject

Storage Management

• Delete unnecessary duplicates
• Remove draft versions after finals are ready
• Archive cases when complete to free storage