By Alisa Fetic

Security breaches in recent years are making the concept of document redaction a hot topic. Redaction is the removal of a person's private data within the content of documents. It replaces the data with black boxes to show readers they removed it for privacy reasons.

Redaction is a simple concept. Yet, it's challenging for firms to put a system in place without reliable processes. Redacting private information before publishing or distributing the documents is vital for success. The methods have a cosmic impact on businesses' security. Thus, in return, it protects them from violations. Proper editing practices are more critical now than at any other point in history. 

The Problem With Redacting Data from Documents With Pens and Sharpies

Editing protected data with a sharpie or pen is out of date and unnecessary. Manual redaction wastes a massive amount of time and paper. Further, it results in more errors. It puts the organization at a high risk of liability because it is easy for an individual to miss things. That could mean leaving the documents showing sensitive data and information. It is challenging for companies to review and track all protected data without technology. It is also a complete waste of time. They must have a dependable process to identify and redact the information. That will ensure they follow today's data privacy standards.  

In recent years, it has been in every organization's best interest to avoid using manual redaction processes. There are much better ways to protect documents than using a pen or sharpie. Manual redaction often leads to incomplete work. It can leave sensitive data viewable to anyone who reads the published or distributed papers. By choosing automated processes for redaction, they will protect the individual's private information. It will also shield the company from outrageous fines and other legal consequences. 

Businesses are almost always under restraints and must provide quick turnaround times. To get through the projects as fast as necessary means reviewing the data and checking for errors at a fast pace to meet urgent deadlines. Rushing through a manual redaction will more than likely lead to making errors. Human error is a part of life and a common occurrence during manual redaction.

Even when the person redacting the documents doesn't make errors, there could still be problems. If the ink is not dark enough, the words underneath may still be visible. It is also not uncommon for part of the word to show above or below the black box. It is the company's responsibility to ensure they protect all their client's personal information. They must cover the private data every time before releasing any documents.  

Privacy laws regulate companies that handle people's sensitive information. They complete audits to ensure they protect the data within standards. When pages contain redaction errors, businesses can expect backlash.

Many firms handle sensitive information within internal and external communication channels and databases. Redacting all the info with no human errors is unlikely without technology. Further, regulations aiming to protect sensitive information are becoming more stringent. The rules are more rigid because of the rise of data collection by hackers and security breaches.

Document redaction is a crucial process and must be a top priority. Businesses that hold sensitive data must know about the changes in guidelines. It is critical to update systems and use the best procedures to ensure they are within compliance. Firms must follow the guidance of various privacy laws and regulations. Agencies such as HIPAA, GDPR, and CCPA update privacy policies all the time. Falling to instill a proper process puts organizations at a high risk of fines and other negative consequences.

To many, redaction means placing black boxes over data to protect private information. Yet, proper redaction is far more than that. Unless there's a solid redaction process, mistakes are probable. One tiny error could mean showing a client's personal and identifiable information. Companies that use faulty systems do no better than those failing to cover private data altogether.

Today's technology allows quick identification and redaction. A program can go through and hide all the private information within a document in an instant. With redaction technology, the business can ensure proper redaction. It allows the company to remove the content and make it impossible to view confidential information. It makes it simple for the company to ensure they are within compliance. The technology ensures no private information is visible to readers and protects the firm's interest.