Redacting Documents

Overview

The application allows to obscure certain sections of the documents so that they may not be reviewed by another party.  Room Admins can redact documents from all folders they can Manage.  Redaction marks can be added from regular and special folders such as My Starred Items, All Search Hits, Lists, etc.

Getting There

There are 2 ways of accessing Toolbox Mode in order to redact documents.  Select a document that is not slipsheeted. 

• Pop out the Viewer and click on Toolbox Mode button.
• On File Information panel, Document Actions section, click on Redaction icon.  Toolbox Mode is opened on a separate browser tab and automatically set.

Note: when selecting Archives, Audio or Video files and selecting Toolbox mode, everything will be disabled since these kinds of files cannot be redacted.

Toolbox Mode

In order to redact text, just drag and drop the Redaction rectangle displayed on the right side of the Toolbox and place it on the text that needs to be hidden.

Redaction Marks will be displayed in Red with a "Redacted" label by default.  This label can be changed at any time.  Once it is changed, all redaction marks created afterwards will have the latest label set by default.
Each redaction mark will have its corresponding row under Redaction List.  This list shows the page the mark is in, the user who created it, the label and a delete icon to delete each Redaction Mark individually.

The following Actions can be performed on Redaction Marks:

• Resize: Select the redaction and place the cursor on the right lower corner until a white double arrow is shown. Then drag and resize as needed.
• Change Label: Check the corresponding row (s) on Redaction List, click on change label icon  . On pop up, edit the label and click ok. You will see how all redaction marks selected were updated.
• Move: Select a redaction and move it to the desired new place. 
• Delete: Check the corresponding row (s) on Redaction List, click on Delete  icon , click ok to confirm and you will see that all selected cells will turn red. Once you finalize Redaction, the changes will be applied.
• Restore: Check on a row which has been deleted and click on Restore in order to restore the redaction mark on the cell.
• Navigate to a specific redacted cell: When you click on row from Redaction List, the row and the corresponding redacted cell will turn yellow and focus will be set on the redacted cell.

Colors and Redaction Marks

Redactions can have different colors according to their status:

• • Green: identifies unapplied redactions, this means, redactions which have not been saved.
  • Yellow: identifies the redaction currently focused.
  • Red: identifies redactions that have been deleted, but haven't been finalized.
  • Grey: Once Finalize Redaction button is selected, all redaction marks will turn grey indicating that they are saved.

Apply full Page Redactions

Also, user can apply full page redaction on the desired pages. Just enter the page or page range and the label and Redaction marks will be applied on those pages.

Redactions and Unapplied Redactions 

On  Document List panel, there are 2 columns which are related to redactions:

• Redacted: This column will be checked when document has saved redactions.
• Unapplied Redactions: This column will be checked when document has unsaved redactions

A document can have both, Saved and unsaved redactions.

Also, on File Information panel, when the document has unapplied redactions, a magenta label will be shown indicating this situation.

Review Mode

User can toggle from Toolbox to Review Mode at any time by clicking on Review Mode button on the top right corner of the screen. 

When switching to Review Mode, all saved redaction marks will be displayed in black with its label in white.
Unapplied redactions will not be seen on Review Mode.

No action can be performed on Redactions on Review Mode.

Downloading Redacted Documents

To Download Native any redacted version of a document, the user must be able to Manage that document's folder.  The same applies to list item attachments.  User needs Manage Work Lists room permission granted.

If the user can't manage and tries to download a single document, he will get Native option disabled.  On the other hand, when downloading multiple documents, some of them redacted and others not, the user will get a warning and just download all unredacted documents.

When downloading folders the user can't manage, the zip will contain a slipsheet file for each redacted document.  The slipsheet will show a legend similar to "Document Was Self-Signed and/or Redacted And Cannot Be Downloaded As Native".

Please take into account that when sharing redacted documents with Download Native permission, the recipient will still not be able to download them.