Redaction

Redaction is a process by which sensitive information (e.g., a social security number on a paper document) is effectively removed from a record. Although redaction allows archivists to immediately make available material that would otherwise be closed, it is a time-consuming process. As such, redaction should only occur sparingly during a processing project. 

If the processor needs to redact a large amount of material, they should consult with the Lead Archivist for Collections Management to determine if that is the most efficient and effective strategy.

The Bentley does not currently have the capability to redact digital files. 

To redact paper files, however, the processor will use a multifunction device to:

• Make a copy of the original item. 

• Cross out the sensitive information with a black magic marker. 

• Copy this redacted item again.

• Repeat the process if the redacted information is still visible.

The fully redacted document will then be placed in the collection, while the original document and other copies should be placed in a shredding bin (see footnote 1). 

To learn more about personally identifiable information, consult the U.S. Department of Homeland Security's Handbook for Safeguarding Sensitive Personally Identifiable Information (public link).