Stress-free
FOIs and SARs
Log, assign, manage and track all information requests from
within Microsoft 365.
The challenge
Freedom of information (FOI) and subject access request (SAR) obligations are non-negotiable. Miss a deadline, lose a document or release the wrong information and you face an ICO investigation, reputational damage, or both. But overstretched public sector information governance teams are grappling with more and more requests using manual processes, disconnected systems and inconsistent practices.
Channel chaos
FOIs and SARs come in by email, post, web form and phone. Without a central log, requests get missed, duplicated, or responses are inconsistent.
Missed deadlines
Requests are tracked in spreadsheets or individual inboxes, with no centralised view of what is overdue, what’s at risk and who’s responsible.
Manual coordination across teams
Chasing colleagues, consolidating contributions, and tracking progress across multiple departments is a laborious drain on resources.
Lack of redaction evidence
ments are manually redacted based on individual judgement. When a decision is challenged, organisations struggle to show why information was withheld and by whom.
Inconsistent quality
Response quality varies across teams and individuals. Published disclosure logs fall behind. Both create reputational and legal risk that accumulates until something goes wrong.
Issues proving compliance
Trying to quickly pull together (for audits or investigations) complete, timestamped records of every action from scattered systems is an impossible task.
The solution
FileSmart turns fragmented FOI and SAR processes into structured, auditable workflows. Requests are captured from any channel, logged centrally, and progressed through classification, assignment, and response stages with all deadlines tracked. The same system handles redaction, search, and disclosure, so there’s no need to export, reformat or chase information.
One system, all your requests
A simpler, quicker way for teams to manage FOIs and SARs.
Minimises manual intervention
The system uses automation to log, assign and progress requests.
More accuracy and quicker turnarounds
Automated redaction and triage capabilities speed up preparation and prioritisation.
Compliance built-in
The system is designed to log every action, making it easy to respond to audits.
Feel the FileSmart difference
for FOI and SARs
Every request is managed in a single, governed system from the moment it arrives to the moment it is closed. Requests are logged automatically, assigned to the right team, tracked against statutory deadlines, and managed through a structured workflow – all within Microsoft 365. The process is consistent, the audit trail is complete, and compliance is built in, not bolted on.
Deadline
confidence
Every request is logged with its statutory clock running from the moment it arrives. Automated escalation alerts ensure no deadlines approach unnoticed.
Automated redaction
at scale
FS AI-Auto Redact identifies and redacts personal and sensitive information automatically, cutting the time needed to prepare disclosures and reducing the risk of accidental data release.
Smarter triage from
day one
FS Triage categorises and prioritises requests on arrival, so complex or sensitive cases are flagged and routed to the right people without delay.
Compliance built in,
not added on
Retention schedules, access controls, and audit trails are applied at the point of capture. ICO obligations are met as a matter of process, not as an afterthought.
A complete record
for every request
Receipt, assignment, exemptions applied, approvals, and response issued are all logged and exportable. When a challenge arrives, the evidence is already assembled.