UCS College Group – Subject Access Request (SAR) Training Case Study

Sector: Education
Service Line: Subject Access Request (SAR) Services

Introduction

UCS College Group engaged GRC Hub to strengthen its internal capability for managing Subject Access Requests (SARs), with a particular focus on improving the use of existing eDiscovery tooling and embedding a consistent, defensible approach to SAR handling.

Operating within the education sector, UCS required a practical, hands-on Subject Access Request training programme to enhance both individual competencies and organisational processes.

Product: SAR Capability Uplift & eDiscovery Training

A structured training and advisory programme designed to improve Subject Access Request response efficiency, eDiscovery tool utilisation, and internal compliance maturity.

Client Requirement – Subject Access Request (SAR) Training & Support

UCS College Group required:

• Specialist Subject Access Request search and filtering support, focused on improving accuracy and efficiency
• Practical SAR training on eDiscovery tools, enabling teams to maximise existing technology
• Improved consistency in Subject Access Request handling, particularly across departments
• Greater clarity on SAR search methodologies, parameters, and defensibility
• Guidance on optimising SAR operating models (centralised vs decentralised)
• Development of a repeatable and scalable SAR process aligned to best practice

Our Approach – Practical SAR Training & Enablement

GRC Hub delivered a tailored Subject Access Request training and enablement programme combining hands-on learning, operational guidance, and reusable tools:

• Delivered practical SAR training sessions focused on real-world use of UCS’s eDiscovery platform
• Provided step-by-step guidance on Subject Access Request search strategies, including keyword design, filtering, and proportionality
• Worked directly with HR, DPO, and operational teams to align SAR processes
• Shared practical SAR handling techniques to improve efficiency and regulatory defensibility
• Developed a SAR output workbook to support ongoing Subject Access Request management
• Facilitated strategic discussions on SAR operating models, supporting long-term operating design

Key Outcomes – Improved SAR Capability

The engagement delivered measurable improvements across Subject Access Request capability, consistency, and delivery performance:

• Increased confidence and proficiency in using eDiscovery tools for SAR processing
• Improved SAR search quality and accuracy, reducing unnecessary data processing
• Greater consistency in Subject Access Request handling, with a clear and repeatable methodology
• Enhanced understanding of SAR parameters and defensibility, aligned to ICO expectations
• Improved collaboration across HR, DPO, and operational teams
• Clear direction on scalable SAR operating models

Impact – Measurable Improvements in SAR Efficiency

UCS College Group now benefits from a more structured, efficient, and defensible Subject Access Request capability, underpinned by improved internal knowledge and practical tools.

The programme delivered tangible operational improvements, including:

• Reduction in native dataset sizes, through improved SAR search and filtering techniques
• Reduced redaction hours, driven by more targeted and proportionate data scoping
• Faster and more efficient Subject Access Request handling, improving turnaround times
• Greater consistency and confidence across teams, reducing risk and variability
• Improved utilisation of eDiscovery tooling for SAR processing, maximising existing technology investment

Client Testimonial

“Having worked with GRC Hub before, we knew we were in safe hands in relation to technical training.  The eDiscovery course was tailored, thorough and delivered in two well-paced sessions by an expert trainer who really took the time to understand our needs. They worked alongside us to make sure we got the most out of the tools, giving us the confidence to carry out data searches quickly, accurately, and effectively in the future.”

– Director of Governance

Learn More About Employee DSAR Support

To explore how GRC Hub can support your DSAR or SAR operations, whether as a one off engagement or via a flexible retainer, contact us or visit our SAR service page. 

Alternatively, read our latest research and blog on DSAR trends across the key sectors.