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Document Redaction Services

In a data-driven world, every organization collects personally identifiable information from customers—name, address, email ID, phone number, insurance policy number, and even financial details such as a bank account or credit card number.

Data privacy regulations such as GDPR or HIPAA require organizations to hide or remove any sensitive or personally identifiable information from public view to mitigate the risk of misuse or fraud.

Known as document redaction, this removal of sensitive information from publically viewable digital files is a vital part of any organization's data security and information governance policy.

Want to learn more about redacting documents and the advantages of professional, automated data redaction services?

 

 
 
 
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What Are Redaction Services? Preserving Confidentiality and Security

Document redaction refers to the selective removal of sensitive or confidential information (that can personally identify an individual) from publicly viewable records to protect privacy and ensure compliance.

It protects sensitive information beyond just covering it up or blacking it out. Automated document redaction technology works by restricting the visibility of temporarily redacted information only to users with the required security clearance. Permanent redaction involves the deletion of sensitive information from the digital file. It even removes PII contained in metadata or image headers.

Any organization that collects, processes or stores sensitive PII is legally bound to redact confidential information to prevent it from public view.

Although redaction regulations may vary from state to state, some commonly redacted data types include:

  • Dates of Birth (DOB)

  • Social Security Numbers (SSN)

  • Drivers License Numbers (DL)

  • Taxpayer Identification Number (TIN)

  • Banking and financial information like account numbers

  • Medical or psychiatric records and other HIPAA-governed medical information

  • Criminal ID numbers

RDS offers both automated and manual redaction services, depending on your requirements.

While we rely on automated redaction for bulk processing, there are some cases where software simply cannot accurately redact sensitive information—for example, historical records, handwritten deeds, and old or illegible papers.

That's when we rely on a combination of OCR software and our team of highly skilled manual operators to validate that every document is appropriately redacted.

 
 

Elevating Security: The Advantages of Professional Redaction

Document redaction gives you complete peace of mind from data privacy risks and compliance challenges in an increasingly data-sensitive landscape.

Enhanced data privacy

Document redaction enhances data privacy by removing or obscuring confidential data from public view. It helps reduce the risk of data breaches and curbs information leakage due to unauthorized access.

 

Legal and regulatory compliance

Document redaction helps organizations comply with data privacy regulations like GDPR, HIPAA, or the newly passed bill AB 1466, which requires counties in California to redact discriminatory language covenants from property records.

 

Risk mitigation

Publicly accessible PII is like leaving a vault open for misuse or fraud! Redaction minimizes legal or reputational risks associated with data breaches or leakage of sensitive PII from organizational records.

Cross-Industry Solutions: How Redaction Benefits Various Sectors

Document redaction brings valuable benefits to a wide range of industries. It is especially useful for enterprises that must adhere to strict data privacy and information protection regulations, such as the GDPR and HIPAA.

Companies that don't comply with mandatory regulations or disclose confidential information (intentionally or inadvertently) risk financial penalties, reputational damage, and even a consequent loss of business.

  • Document redaction for government records: Government agencies and municipal offices hold citizen records with highly sensitive PII. Publicly viewable records must be redacted to protect PII. For example, according to the new bill AB 1466 passed in 2021, all California county recorders must redact historical instances of discriminatory or restrictive covenant language from property records. Considering the high volume of records this bill covers, California counties will need automated, and highly reliable redaction services for this project.

  • Redaction services for healthcare institutions: Every healthcare provider collects patient information, including name, address, medical history, insurance policy details, billing information, and prescription information. HIPAA (Health Insurance Portability and Accountability Act) protects patient information by regulating how healthcare providers process, store, and share patient information. With strict policies and penalties for non-compliance, it becomes vital for healthcare providers to use document redaction services to safeguard PII from publicly available medical records or EMRs.

  • Document redaction for legal documents: Legal professionals and law enforcement agencies must comply with CJIS compliance requirements. Document redaction solutions help them block PII from public view for sensitive legal documents or intelligence data. Redaction plays an invaluable role in maintaining client confidentiality and supporting paperless processes for remote court proceedings and digital arbitration services for dispute resolution.

  • Redaction for educational records: Schools maintain detailed student records that are protected by regulatory compliance norms. While student records such as transcripts, exam results, and course schedules need to be made easily accessible and shareable, any information that can identify a student is still regulated and must be redacted from public view.

 

 

Streamlining Redaction at Scale: RDS's Tailored Solutions

 

​​Scalable Solutions

RDS has the capability to handle high volumes of documents for redaction. We can quickly scale up our services to meet your growing needs while maintaining accuracy and cost-efficiency.

Advanced Technology

We use cutting-edge technology solutions for high-speed document processing. Our AI-assisted data capture technology, document management software, and specialized tools effectively identify and redact sensitive information.

Dedicated Teams

We have highly trained and experienced technical teams to handle document redaction projects. Their collective expertise ensures adherence to data privacy and compliance standards while handling sensitive documents.

 
 
 

Quality Assurance

We follow well-designed quality control measures to verify that documents are correctly redacted to ensure that no confidential information is publicly viewable and that your documents comply with privacy regulations.

Bulk Processing

Most documents, such as educational or health records, must be redacted within tight deadlines. RDS offers bulk processing to make redacted records available speedily to meet compliance requirements.

Data Security

At RDS, we enforce stringent data security measures during our high-volume redaction process. Our scanning and processing facilities are SOC2-compliant, so your data remains secure during our automated or manual redaction services.

 
 

FAQs

 

  • There are two types of redaction: automated and manual.

    Automated redaction is handled by software that reads the documents and redacts confidential information. We use advanced redaction software to remove or redact PII at high processing speeds while maintaining accuracy.

    Manual redaction with human operators is sometimes required to verify and validate a small percentage of hard-to-read characters that the redaction software flags.

    A combination of the two methods guarantees the best results, with fast processing and high accuracy.

    Connect with our document digitization experts to learn more.

  • We use cutting-edge technology solutions for automated document redaction, including AI-assisted data capture technology, document management software, and specialized tools that effectively identify and redact sensitive information.

    Our advanced software uses encryption and access controls to ensure that sensitive information is accessible only to authorized users. Detailed access logs are available to provide traceability in case of any security incident.

    We adhere to data security best practices and ensure that our software is regularly updated with the latest patches to prevent security incidents.

    We have highly trained and experienced technical teams to handle document redaction projects. Their collective expertise ensures adherence to data privacy and compliance standards while handling sensitive documents.

    Connect with our document digitization experts to learn more.

  • Revolution Data Systems has converted millions of paper documents to an electronic format for government clients across the US.

    Our highly trained technicians and data entry specialists have been trusted by hundreds of government agencies for document redaction services.

    We can redact a wide range of government records that may contain sensitive information:

    • Land records like deeds and mortgages

    • Criminal records

    • Civil records

    • Marriage records

    • Wills

    • Bankruptcies

    • Probate records

    • Succession records

    • Permits

    • Meeting minutes and agendas

    • And more

    Connect with our document digitization experts to learn more.

 
 

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