Redaction/redacting is the sanitizing (removal) of unnecessary information from a file to get rid of the sensitive or private parts. It is more than obsuring or hiding the information. Redaction can be done with electronic files using tools such as Identity Finder and Adobe Acrobat. It can be done with paper files as well by cutting out or blacking out the information so that it is illegible
Redacting Required Records
DLC's should be familiar with records retention rules so information is not retained longer than needed. For electronic or hardcopy materials that you need to keep locally, but don't need PIRN, consider "redacting."
For hard copy, redacting means:
- crossing out, cutting out, or covering the information, so that the PIRN is not readable on the original or a copy (Note: text can often be copied through with a single line made with a wide black 'felt tip' permanent marker, like a Sharpie.)
For electronic files, redacting means:
- clearing the field, deleting the column, or replacing the data with nonsense characters (e.g. xxxxxxxxx) – 'hiding' the field or masking the text does not remove the data.