Rebecca,
My understanding is that disproportionate effort, in respect of subject access, relates to the effort in providing a copy of the data to the subject, not to the effort involved in finding it.
You can ask the subject to help you identify where the data may be, e.g whether they have ever been in your employ etc., but you cannot refuse the request because it will involve a lot of work in finding the data. The data subject cannot be expected to know what you hold about them or whether you have mixed their details up with those of someone else.
Disproporionate effort is also used in the act in the fair processing code, and some people get the two confused.
Janice Priestley
Information Systems
Leeds Metropolitan University
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