Customer Case: From Time-Consuming DSAR’s to Efficient Redaction of 360,000 Pages at the Danish Social Services Department
Customer Case: From Time-Consuming DSAR’s to Efficient Redaction of 360,000 Pages at the Danish Social Services Department
Introduction:
The Social Services Department in Copenhagen handles some of the most complex and sensitive welfare tasks in Denmark on a daily basis. They work closely with vulnerable children, adolescents, and adults, as well as their families, requiring secure and trustworthy management of large volumes of personal data in their extensive casework.
In recent years, the number of data subject access requests has increased significantly, putting pressure on employees. Documents of up to 2,000 pages had to be manually reviewed, redacted, and shared for approval in a process that was time-consuming, costly, and risky.
As a result, the need for a secure, efficient, and user-friendly solution became essential, with Cleardox marking the starting point of this transformation.
September 26, 2025 – Copenhagen
The Growing Challenge of DSAR’s
In recent years, the Social Services Department in Copenhagen has seen a significant rise in the number of DSAR’s. Whereas case processing could previously be handled manually, the workload had now grown to a level where employees were faced with stacks of documents of up to 2,000 pages that needed to be anonymized page by page.
The department was therefore confronted with a major challenge: How could they streamline the process of releasing sensitive documents in connection with DSAR’s without compromising security?
Overcoming Licensing and Technical Challenges
The manual process was time-consuming and carried the inevitable risk that sensitive information - such as personal identification numbers, medical data, or other private details - might be overlooked by the human eye, potentially leading to serious data breaches.
Additionally, the department often struggled to handle large files with their existing solution. Files of 2,000 pages could not be forwarded for approvals via Outlook due to capacity limitations - an essential step in DSAR cases where documents must be reviewed before release.
Finally, the previous solution was costly, requiring all employees to be assigned individual licenses, even if they only occasionally worked with data subject access requests.
Combining User Experience with Data Security
The choice fell on Cleardox Redact as their new solution for managing and redacting documents, designed to fully digitize the data access process.
8 Key Features of the Solution
The Danish Social Services Department prioritized that Cleardox offered the following capabilities:
- Implementation: A standard solution that is easy to implement.
- User-Friendliness: A focus on ease of use, making it simple for all employees to get started.
- Collaboration Module: Case workflows are digitized, enabling the handling of multiple cases simultaneously and making approvals and collaboration straightforward.
- Automatic Anonymization: Cleardox automatically identifies over 20 types of sensitive data, including personal identification numbers, names, and medical information etc.
- Document Management: The solution handles very large files and multiple formats, not just PDFs, with the option to keep native files or convert to PDF.
- Flexible Pricing Model: A model that accommodates the department’s varying needs.
- Integrations: The ability to integrate with specialized systems, such as DUBU.
- Support & Onboarding: Access to a dedicated customer manager for onboarding, ongoing training, and direct support within the tool.
The solution became part of the daily workflow, freeing up employees’ time, reducing errors, increasing security, and creating a more structured and manageable process.
Results That Show a Real Difference
The Social Services Department can already see clear benefits with Cleardox, in terms of time savings, cost efficiency, and enhanced security.
Time and Cost Savings:
- Over 360,000 pages have been redacted in Cleardox so far.
- Further savings equivalent to approximately 2 full-time positions, or roughly DKK 850,000, are expected.
- Significant savings on individual licenses contribute to an ongoing financial gain.
Over 360,000 pages have been redacted in Cleardox so far, with gains equivalent to around 2 full-time positions, approximately DKK 850,000/ $133,000.
Increased Data Security:
Improved efficiency in workflows has been a clear benefit, but the real value of the solution also lies in enhanced data security.
- Cleardox has minimized the risk of data leaks with its ability to detect sensitive content, including personal identification numbers, names, addresses, medical information, and other confidential data.
- The system ensures that once a document collection has been downloaded, the content is completely irreversible and the original data cannot be recovered.
Better User Experience:
- Employees report that Cleardox is easy to use without prior technical knowledge.
- All staff can quickly adopt the solution and work efficiently.
- After a short introduction period, activity in Cleardox has been high, with minimal support required.
Multiple Benefits for Employees and the Environment:
- Digitalization & Sustainability: Anonymization is fully digital, significantly reducing printing and resource use, creating both a more efficient workflow and a more sustainable case process.
- Streamlined Manual Processes: Manual methods like using markers are no longer necessary, saving time and reducing errors.
- Accurate Anonymization with AI: Cleardox’s AI and machine learning ensure higher quality and more precise redaction than manual methods, strengthening data security and reliability.
The Next Step of the Partnership
The Social Services Department and Cleardox are now entering the next phase of the collaboration with a fully implemented DUBU integration.
With this integration, documents can be pulled directly from Cleardox and saved back after processing, without additional manual steps.
The new workflow not only increases security but also makes processes more user-friendly and easier to navigate. Fewer steps reduce the risk of errors and free up time for core tasks.
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