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Tuesday, May 1, 2007
Three Unique Ways To Sanitize Your Records Before Handing Them Over
It happened to me and it could happen to you for a multitude of reasons including: litigation, lawsuits, request for files from employees and by government agencies.
Sanitizing your files (often called Redacting) involves removing sensitive information(more often: identifying information about a person, company, administrator, or other entity involved in a particular complaint, legal case or situation.
Due to deadlines, you may have to redact material produced within years, in a short period of time(generally within 10 days or possibly even less time). Sorry for the cliche: but redacting is like finding needles in a haystack ten fold.
In short, tools exist which can help may the process less painful.
Next to a great pair of eyes, here are tools which are effective for an emergency redact request:
1) Cover up tape(this tape adheres to particular words or lines in a document and can then be removed, without destroying the ink, type or graphite which is covered) This can be purchased from any office supply store in various line sizes.(I found it best to buy 1 line, 2 line and 6 line tape: as most document items can be covered sufficiently with these sizes)
2) A magnifying glass or better yet the flat plastic magnifying book markers which are about 6 inches by 2 inches, which can be purchased in a bookstore, office store or even given as a freebie by different companies an advertising specialty. This magnifying item comes in handy for editing the redacted items especially once eyes get tired.
3) Small cuticle scissors: these are handy for cutting the cover up tape for irregular spaces in the document.
4) A copy machine which is in good condition and able to copy at least 35 pages at a time.
5) Large paper clips or fasteners.
6) Staple remover
7) Stapler
8) Post It stickies in bright colors(use as a marker during your project for pages needing redacting or finished pages )
9) Pencil # 3, preferably, if available (used to mark page sequences)
10) Black Felt Tip Marker( if you choose to use the marker technique described below)
Here are three ways to redact.Pick the one(s) which will work best for you. But before we get started, prior to using either method below, number all of your pages with the number 3 pencil, in case by accident, you drop all of your documents you can easily collate them.
The first redacting technique involves making a copy of the original document(s) and using the copy for "blackening" the sensitive word(s) with the black marker. Once these items are blacked out, you must take that black out copy and then copy that page again on a copier(this is necessary because as the ink dries on the first copy, one can hold the page(s) up to a light and read the sensitive words. So remember make a copy of the redacted copy. This method is generally used by many government agencies.
The second method involves using the "cover up tape" instead of the black magic marker. This is an "original" to one copy process. In the cover up tape method: take the original document and cover the lines, words, logos, items with the cover up tape. After the document(s) are redacted copy that page. The disadvantage of this method is that sometimes the coverup tape falls off if you wait to long to copy or if your fingers sweat during the process. So redact some pages, then copy some pages rather than waiting to do all copying last.
A Third modern method uses computer software which can redact items stored in Microsoft word(Google search this software). This is the least used method for the average person because many people doesn't keep all their records on a computer drive. Many have paper copy of their records and information.
During the redact process, use scissors to trim and cut as needed, use clips to organize materials , use the magnifying tool to scan over the redacted copies(as you will usually have missed some words or items) Take short breaks from the process to give your eyes a rest.
As you can see redacting is a tedious process; However, we can make this process easier. To shorten the process to 1/2 of normal time requirements, it's best to systemize your documentation: for example, find a way to organize the identifying information in documents so that in your next redacting exercise you can just redact the identifying information on each page and move on. (If only someone had told me this earlier). Next is a preventive tip on organizing or restructuring your documents.
The goal is to restructure your document(s) so that the identifying information is in close proximity to each other on a page or grouped together. The other parts of the documents will never repeat the identifying terms and or use generalized acronyms for the identifying terms. (i.e using the acronym "C.A" for claims administrator or "ER"for employer --you can think of your own, but provide a key to the terms ) If your document is a letter, you can put the identifying information in the introduction and use personal pronouns through out the remainder of the letter. If you're not the creative type, ask someone to reorganize the structure of your documents to facilitate this method.
If you use this method, the next time you redact it will be "a breeze". All you have to do is cover up the identifying section(s) of the document and then you're ready to print.
I've decided to make a commitment to reorganizing my form(s), document(s) and letters in order to be ready for the next redacting request. I have all my tools organized into a kit. At minimum, you will know what someone else has gone through to grant your records request and I hope you have sympathy for them. If you use these tips you will get rid of your "needles in the haystack."
Sanitizing your files (often called Redacting) involves removing sensitive information(more often: identifying information about a person, company, administrator, or other entity involved in a particular complaint, legal case or situation.
Due to deadlines, you may have to redact material produced within years, in a short period of time(generally within 10 days or possibly even less time). Sorry for the cliche: but redacting is like finding needles in a haystack ten fold.
In short, tools exist which can help may the process less painful.
Next to a great pair of eyes, here are tools which are effective for an emergency redact request:
1) Cover up tape(this tape adheres to particular words or lines in a document and can then be removed, without destroying the ink, type or graphite which is covered) This can be purchased from any office supply store in various line sizes.(I found it best to buy 1 line, 2 line and 6 line tape: as most document items can be covered sufficiently with these sizes)
2) A magnifying glass or better yet the flat plastic magnifying book markers which are about 6 inches by 2 inches, which can be purchased in a bookstore, office store or even given as a freebie by different companies an advertising specialty. This magnifying item comes in handy for editing the redacted items especially once eyes get tired.
3) Small cuticle scissors: these are handy for cutting the cover up tape for irregular spaces in the document.
4) A copy machine which is in good condition and able to copy at least 35 pages at a time.
5) Large paper clips or fasteners.
6) Staple remover
7) Stapler
8) Post It stickies in bright colors(use as a marker during your project for pages needing redacting or finished pages )
9) Pencil # 3, preferably, if available (used to mark page sequences)
10) Black Felt Tip Marker( if you choose to use the marker technique described below)
Here are three ways to redact.Pick the one(s) which will work best for you. But before we get started, prior to using either method below, number all of your pages with the number 3 pencil, in case by accident, you drop all of your documents you can easily collate them.
The first redacting technique involves making a copy of the original document(s) and using the copy for "blackening" the sensitive word(s) with the black marker. Once these items are blacked out, you must take that black out copy and then copy that page again on a copier(this is necessary because as the ink dries on the first copy, one can hold the page(s) up to a light and read the sensitive words. So remember make a copy of the redacted copy. This method is generally used by many government agencies.
The second method involves using the "cover up tape" instead of the black magic marker. This is an "original" to one copy process. In the cover up tape method: take the original document and cover the lines, words, logos, items with the cover up tape. After the document(s) are redacted copy that page. The disadvantage of this method is that sometimes the coverup tape falls off if you wait to long to copy or if your fingers sweat during the process. So redact some pages, then copy some pages rather than waiting to do all copying last.
A Third modern method uses computer software which can redact items stored in Microsoft word(Google search this software). This is the least used method for the average person because many people doesn't keep all their records on a computer drive. Many have paper copy of their records and information.
During the redact process, use scissors to trim and cut as needed, use clips to organize materials , use the magnifying tool to scan over the redacted copies(as you will usually have missed some words or items) Take short breaks from the process to give your eyes a rest.
As you can see redacting is a tedious process; However, we can make this process easier. To shorten the process to 1/2 of normal time requirements, it's best to systemize your documentation: for example, find a way to organize the identifying information in documents so that in your next redacting exercise you can just redact the identifying information on each page and move on. (If only someone had told me this earlier). Next is a preventive tip on organizing or restructuring your documents.
The goal is to restructure your document(s) so that the identifying information is in close proximity to each other on a page or grouped together. The other parts of the documents will never repeat the identifying terms and or use generalized acronyms for the identifying terms. (i.e using the acronym "C.A" for claims administrator or "ER"for employer --you can think of your own, but provide a key to the terms ) If your document is a letter, you can put the identifying information in the introduction and use personal pronouns through out the remainder of the letter. If you're not the creative type, ask someone to reorganize the structure of your documents to facilitate this method.
If you use this method, the next time you redact it will be "a breeze". All you have to do is cover up the identifying section(s) of the document and then you're ready to print.
I've decided to make a commitment to reorganizing my form(s), document(s) and letters in order to be ready for the next redacting request. I have all my tools organized into a kit. At minimum, you will know what someone else has gone through to grant your records request and I hope you have sympathy for them. If you use these tips you will get rid of your "needles in the haystack."
# posted by gopi @ 5:23 AM 
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