Re: Removing Sensitive Data from Paper Documents

["Walters, Caroline (cw8de)" <cw8de () ESERVICES VIRGINIA EDU>]

The only way to really redact PI from paper records is to either cut out the information from the document - or black 
it out with a sharpie or other marker and then copy the record (destroying the original and retaining the copy as the 
official).  If you simply black out the original and retain that you can usually (depending on the printing of the 
document) read through the black out to obtain the information.  Same goes for white-out - I've actually chipped 
white-out off paper and revealed the text underneath.   If you use white out and then copy the record, it may be 
difficult to see that there was information redacted from the record - with the blacked out area there is no confusion 
about the fact something was redacted.  This could be important if the records are discoverable.

If you decide to scan and electronically redact - do not OCR the document at scanning or before redacting - redaction 
will only cover the information electronically from the viewer and the information may still be available via the OCR 
metadata file (and can be searched and found).  Also make sure your redaction software is not something that will allow 
someone with the same software to easily undo the redaction and reveal the information.

My advice if scanning is to redact before scanning - blacking out - then you know the information never made it into 
the electronic system.  Also - check your records retention and disposition schedules for your school - if the records 
in question have met retention and no longer need to be retained - why redact??  Why not destroy the entire record?

Caroline


Caroline J. Walters, MA, MLS
University Records Officer/Records Management
Information Security, Policy, and Records Office (ISPRO)
Office of the Vice President/CIO
University of Virginia, 2400 Old Ivy Rd.
Box 400898, Charlottesville, VA 22904-4898
Phone: (434) 243-9162
Fax: (434) 243-9197
Email: cjwalters () virginia edu


From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Morrow 
Long
Sent: Monday, October 26, 2009 4:27 PM
To: SECURITY () LISTSERV EDUCAUSE EDU
Subject: Re: [SECURITY] Removing Sensitive Data from Paper Documents

Apparently the grease pencils and black ink governments have used are now always great at redaction as clever people 
can hold the documents up to light, read raised or indented surfaces on the original, etc:

Sloppy Redaction: To Err Is Automated
http://www.law.com/jsp/legaltechnology/pubArticleLT.jsp?id=1202432840446

I've always favored taping over or using "White-out" on originals (or copies of originals) and/or making paper copies 
of the 'masked' version on a copier (or scanner) -- however many today recommend scanning in the documents and then 
electronically erasing the text or pixels you wish to redact.

Here is a software package to do just that:

            http://www.extractsystems.com/index.php?page=public_safety.html

- Morrow

On Oct 26, 2009, at 4:08 PM, Patria, Patricia wrote:


Is anyone aware of a technique that will allow you to modify a paper record to make the personal identifying 
information unreadable while keeping the rest of the document intact? Aside from cutting the information from the 
document (which is not practical), are there special markers, pens or white-out designed for this purpose?

In an effort to comply with MA 201 CMR, we would like to remove PI from certain paper files, while keeping the document 
intact.

Thanks in advance for any advice you can offer.

Patty

Patty Patria
Chief Information Security Administrator | Bentley University
175 Forest Street, Waltham, MA 02452 |781.891.2364