Uploading and Sharing PST Files

You can perform redaction on large PST files, a common file format used by Microsoft tools. To do this, the OneTrust application will split up the PST file into smaller segments (i.e., child files) to allow for batch processing. Once the system has finished classifying and all eligible files are redacted, you can then share individual files segments or the entire PST to the Privacy Portal, so a data subject can view their results.

For information on how to upload other file types, see Uploading Files for Redaction.

To upload the PST file

Important:

Only PST files from Microsoft Outlook are supported. OneTrust does not support PST files from Microsoft Purview.

  1. On the Privacy Rights Automation menu, select Requests.

    The Requests screen appears.

  2. Select a request.

    The Data Subject Request Details screen appears.

  3. Click the Results Summary button.

    The Results Summary screen appears.

  4. Click the Attach Files button in the Attachments group.

    The Upload Files screen appears.

  5. Click the Upload File button to select the PST file on your local computer.
    Note:

    OneTrust recommends uploading one PST file at a time.


    Upload File dialog showing the option to select a PST file from the local computer.
  6. Click the Next button.

    The Choose Files to Redact screen appears.

  7. Choose if each file should be submitted for redaction by clicking the checkbox. You can always return later to redact these files.

    Choose Files to Redact screen showing checkboxes to select files for redaction.
  8. Click the Upload button. A modal will appear to let you know the files are being upload and that it may take a few minutes. You'll be redirected to the Results Summary screen once the application is ready.

    Modal dialog indicating that files are being uploaded and that the process may take a few minutes.

To view, manage, and review files

  1. Locate the Attachments section in the Results Summary screen.
  2. Observe that your uploaded PST file is present with the correct attachment name and source, which is User Added. You can use the search and filter functions to quickly locate your file by name.

    Attachments section in the Results Summary screen showing uploaded PST files
  3. Click each of the columns headers to organize the view of the table, either alphabetically or by ascending or descending order. By default, all files are organized with the newest at the top and oldest at the bottom.
  4. Click the Refresh icon to retrieve the latest status. When the file is finished processing, the status will update with the number of File Segments that were split from the main PST file.

    Results Summary screen showing file processing status and number of file segments
  5. Optional: click the Context Menu to choose whether the entire zipped PST file should be included or excluded from the report. You can manage this preference for each file segment in the review modal.
  6. Click the [X] File Segments in the Status column.

    The Review File Segments modal appears.

  7. The modal will present each segment with their current redaction status and report inclusion status. Click the Refresh icon to reload the modal and check for status updates.

    Review File Segments modal showing segment redaction and report inclusion statuses
  8. Use the directional arrows at the bottom to sift through the paginated results.
  9. Click the Status or Include in Report column headers to sort the files by their values.
  10. Click the From / Sender and First Email Date column headers to sort the files by their values.
  11. Click on the Context Menu of a file segment, then choose where this segment should be included or excluded from the results report sent to the data subject.

    Context menu options for including or excluding a file segment from the results report
  12. Click the Filter icon to organize the displayed file segments by Status and whether they are included in the report.For more information, see Redaction Statues.

    Filter options for organizing file segments by status and report inclusion
  13. When the bulk selection option is used, you can perform the following actions:
    Redact

    : if you previously chose not to redact the file when it was first uploaded, you can always change your mind and select the files for redaction.


    Bulk selection Redact option showing selected file segments ready for redaction
    Include or Exclude

    : you can choose whether the selected segments should be included or excluded from the report.


    Bulk selection Include or Exclude option showing selected file segments ready for inclusion or exclusion from the report
  14. Once a file segment updates to the Ready for Review status, you can click the segment name to enter the DSAR Redaction tool and further manage the redaction options. For more information on how to manage redactions, see the following:

Redaction Statues

Status

Description

Classifying

The OneTrust classification service is currently analyzing the file type and size to provided suggested redactions based on the detected PII or data elements.

When the file is under this status, the file link will be disabled. It will be available once it moves into the Ready for Review status.

Uploading

The files are still being uploaded from your local computer to the application.

Ready for Review

The classification service has completed its inspection and the file is now ready for user review.

Review in Progress

The file is currently under review by a OneTrust user.

Reviewed

The file has been reviewed and redactions have possibly occurred on the file.

Redaction Not Supported

The file was not an approved type or exceeds our current size support and will not be auto-redacted.

Not Redacted

The file was not selected for redaction.

Failed

Any files that are not auto-redacted within two hours will now be marked as Failed. Users will have the manual option to retry the redaction to avoid a second file upload.

To share PST files and segments with data subjects

  1. On the Results Summary screen, click the Share button.

    The Share Results with Data Subject modal appears.

  2. The default attachment name will be named with the corresponding unstructured result record's name. Update the file name as necessary.
    Note:

    The maximum amount of characters for the report name is 96.

  3. Select the report type: CSV or PDF. If PDF, you will need to choose a Report Template.
  4. In the Comment field, use the text editor to craft a message, or select a response template from the drop down. This will be sent as a public, customer-facing comment that can be viewed by the data subject in the Privacy Portal.
  5. In the Attachments section, you can choose whether to share the entire PST file and all its segments, or choose only certain segments that should be shared.
    Note:

    All selected files will be compressed into a single zipped file for easier downloads from the Privacy Portal.

    Attention:

    Any files still in Classifying will be sent to the data subject unredacted.

  6. Optional: enable Mark Request as Complete to update the request status.
  7. Click the Share button. Your message and the results report will be sent to the Privacy Portal for the data subject to review.
    Note:

    If you choose to exclude certain file segments from the report, the count of included segments will be shown against the total.


    Example of the Share Results with Data Subject modal showing segment selection and sharing options.

To retry failed redactions

You have the option to manually retry redactions which weren't completed successfully by the application.

  1. Locate the Attachments section in the Results Summary screen.
  2. Hover over the file's row to reveal the Context Menu icon.
  3. Click the icon, then select Review File Segments.

    The Review File Segments modal appears.

  4. In the Review File Segments modal, hover over the failed file segment to reveal the Context Menu icon.
  5. Click the icon, then select Retry. The application will re-attempt the redaction and update the file segment to Classifying.

To delete file segments

You can delete a file segment so it is not unintentionally shared with the data subject. This option is also available from the Review File Segments modal.

  1. Locate the Attachments section in the Results Summary screen.
  2. Hover over the file's row to reveal the Context Menu icon.
  3. Click the icon, then select Review File Segments.

    The Review File Segments modal appears.

  4. In the Review File Segments modal, hover over the failed file segment to reveal the Context Menu icon.
  5. Click the icon, then select Delete. The file segment will be deleted.