Data Subject Requests

Posted by Nishi on 22 November 2022

Organizations deal with an enormous amount of confidential data on a daily basis. So, organizations might receive data subject requests to check for some legal or compliance issues. Zoho Mail lets you filter down this data and export it to clarify any issues that have been raised. Users can also request this to check which of their data has been stored. The data requested can be that of an organization account or an external email address. Further, the interaction of the data subject can also be restricted to specific members of the organization or the entire organization can be searched.

Creating a DSR case

The following steps will guide you through creating a Data Subject Request.

Login to the Zoho Mail Admin Console
Navigate to the Security & Compliance section.
Select the Data Subject Requests option.
Click the Create a new DSR button.
Enter a name for the DSR that you are creating.
In the Data Subject Email Address field, enter the email address of the data subject. You can view all the interactions that have occurred from and to this email address. This can be one of your organization users or an external user.
Select whether you want the Search Scope to be the entire org or a set of users. If you select all org accounts, the interactions the data subject has had with all accounts in your organization will be considered. If you choose specific accounts, interactions the data subject has had with specific accounts alone will be considered.
Further, in the Select users to notify field, if your org has multiple admins, enter the names of administrators who need to be notified of this DSR. The name of the admin who is creating the DSR is added by default.
Select the Add Duplication Identifiers checkbox if you would like to identify any repeated emails. This is particularly useful in cases where the data subject email address is a group email address.
After you've selected all the details, you can choose the Export as HTML or Export as PDF option.
The administrators mentioned will receive an email containing a zip link, which will lead to the PDF or the HTML file. The PDF or the HTML file will contain the email headers. If you have enabled Add Duplication Identifiers, only the CSV export option will be available.
You can also choose to password-protect the file while exporting it.

Identifying Duplicates from the exported list

Once you have downloaded the CSV file, follow the below steps to identify the duplicates:

Log in to Zoho Sheet with your credentials.
Import the downloaded file into Zoho Sheet by following these steps.
Open the file that you have imported, and select the Unique Message ID column.
Sort the column in ascending order. Click on Data in the menu section, select Sort, and choose Sort Ascending.
Now select the Unique Message ID column again, and click on Format in the menu, select Conditional Formatting, go to Classic and select Duplicate Values.
Select the cell range and click Ok.
All the duplicate values in the Message ID field will be highlighted.

These duplicate values will refer to the same email that was sent out to a group email address.

DSR Listing

A list of all the DSRs that have created in an organization account, over the past 60 days, will be listed in the Data Subject Requests section. All details about the DSR such as the name, scope, the data subject email and the status of the DSR can be viewed here. You can use the Filter button in the page to view the DSRs according to the status of the DSR.

In case you would like to re-run a particular DSR case, click the Recreate Case icon across the respective DSR. This will perform the DSR operation again and notify the relevant admins with the updated results.

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