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3 Ways to Redact a Document: From Manual to Automated Solutions

October 15, 2024

Originally published on October 10, 2017, this post has been updated to reflect the latest advancements in redaction technology.

Redacting sensitive information from documents is still a critical task across many industries, from healthcare and government to finance and legal services. However, in today’s digital age, the tools and techniques have evolved to make this process faster, more accurate, and scalable.

Whether you’re a small business owner redacting financial data or a government agency managing public records, effective redaction is essential to protect personally identifiable information (PII), payment card information (PCI), and protected health information (PHI). Let’s revisit the classic redaction methods and explore how automation has revolutionized document redaction today.

Method 1: Manual Paper Redaction (Still Relevant, but Less Common)

The manual method of redaction—physically cutting out or marking over sensitive information—has long been a trusted, albeit time-consuming, process. Back in 2017, this was often the go-to solution for scanned paper documents, especially if digital tools were unavailable.

Steps:

  1. Print the document: This is necessary to work on a physical copy.
  2. Remove sensitive data: Use scissors or a black marker to redact the information.
  3. Scan and save: After redacting, scan the paper copy to create a final digital version.

While still relevant for small-scale, one-off tasks, manual paper redaction presents several challenges:

  • High error rate – Missed sensitive information is a common risk.
  • Time-consuming – With large documents or batches, the process can be overwhelming.
  • Inefficient – In the age of digital transformation, manual redaction wastes paper and resources.

However, for those who need a hands-on, straightforward method for a single document, manual redaction can still be a useful approach.

Method 2: Desktop Redaction Software (Improved, but Still Manual)

In 2017, desktop-based tools like Adobe Acrobat were popular for redacting PDFs. These programs allow users to mark sensitive areas and remove hidden metadata, but the process is still largely manual.

Updates in 2024: Modern desktop tools like Adobe Acrobat Pro DC, now with advanced AI-driven features, offer more robust redaction capabilities. These tools can identify PII automatically, reducing human error. However, they still require manual oversight to ensure accuracy.

Challenges:

  • Time-consuming – For high-volume tasks, desktop tools are not scalable.
  • Prone to errors – Although improved, manual intervention increases the risk of overlooking sensitive data.
Method 3: Automated Redaction with Extract Systems (The Future is Here)

Fast forward to 2024, and automated redaction tools have transformed the industry. Extract Systems’ automated redaction software, ID Shield, leverages intelligent algorithms to not only identify but also redact sensitive information.

Why Automated Redaction?

  • Speed and Scale: Our solution processes vast amounts of documents in minutes, perfect for organizations handling thousands of public records, court documents, and medical files.
  • Precision: With continuous updates to align with the latest privacy laws, our software promotes compliance with complex security and privacy regulations across all 50 states, when handling sensitive data. 
  • Customization: Easily adaptable to specific customer needs, Extract’s solution is trusted by over 250+ organizations and used for a variety of document types, including land records, case files, and more.

How It Works:

  • The system “reads” documents using advanced data extraction techniques, identifying sensitive information through applied rules.
  • Documents are indexed and sensitive data is automatically redacted, ensuring compliance with privacy mandates.

Benefits of Automation:

  • Cost-Efficient: Save time and resources by minimizing manual intervention.
  • Accuracy: Achieve near-perfect accuracy with automated verification.
  • Compliant: Stay up to date with ever-changing data privacy regulations.
Reflecting on Extract Systems’ Redaction Journey

Extract Systems’ journey with redaction began long before 2017, as we recognized the growing need for more efficient and secure methods of handling sensitive information. In the early 2000s, when most organizations were still reliant on manual processes, we pioneered automated data extraction and redaction technologies, helping industries like healthcare, government, and legal services protect confidential data more effectively.

As data privacy laws tightened and the volume of unstructured documents surged, our technology evolved. What started as basic desktop solutions grew into sophisticated automated platforms capable of processing vast amounts of records with unparalleled speed and accuracy. Our ongoing commitment to innovation has kept Extract at the forefront of the industry, with tools like the ID Shield feature leading the way in automated redaction, helping over 400 customers comply with ever-changing privacy standards across all 50 states.

From the days of manual redaction to today’s AI-driven solutions, Extract Systems has continually advanced the way organizations handle sensitive data—ensuring faster, safer, and more compliant document management for the digital age.

If you are interested in learning more about Extract Systems and its redaction solutions, please reach out today.

 

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Meet The Author
Taylor Genter
Taylor is a Marketing Manager at Extract specializing in marketing strategy and planning. With a strong background in data analytics, graphic design, and digital and social media marketing, she brings a comprehensive skill set to her role. She earned her Bachelor of Business Administration degree in Marketing at the University of Wisconsin- Whitewater. Taylor enjoys analyzing people’s behaviors and attitudes to find out what motivates them, and then curating better ways to communicate with them.
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