Keeping Redacted Records

by EXCEL NEXUS

Important! we never perform our document redacting services on the original document, it is always a copy. Let’s take a PDF document as an example, a simple folder structure of “ORIGINAL PDFs”, which contains the original, and “REDACTED PDFs”, which contains the newly redacted PDF, is just one way of keeping these PDFs separated, otherwise, things get very messy, very quickly.

Organised Document Workflow

We create an empty folder specifically for your project on one of our secure platforms like SharePoint or OneDrive for example. This folder is completely isolated and inaccessible to anyone outside of both of our company’s. You can then upload only the necessary files for your document redaction needs.

Depending on how often our professional document redaction services are required, we first visit the “NEW PDFs” folder. This is where our customers place their newly created documents to be redacted. We now make a copy of this document; the original goes to the “ORIGINAL PDFs” folder, the copy gets redacted and placed in the, you guessed it, the “REDACTED PDFs” folder. When the new PDFs folder is empty, our document redaction service is complete, same time next week so to speak.

Image of folder structure for document redaction services best practices.

Excel-Based Record Keeping

If required, we can create an Excel file that will act as a “DATABASE“. This lookup is highly recommended to quickly identify any PDF effortlessly. Keeping a record in this Excel file of the original and redacted documents is good practice to maintain an audit trail and track the redacting process. Here are some suggestions on what we can include in the Excel database.

Original and Redacted Filenames: We have already placed the original and redacted documents in their respective folders. To keep track of both, we enter their filenames and locations into the Excel “DATABASE” file, ensuring easy identification and retrieval of any documents.

Redaction Dates: By recording the dates of the redactions, we establish a clear timeline for each redacted PDF document, aiding in efficient management and audit trails.

Detailed Records for Specific Needs: Some redacted documents require detailed tracking, such as the specifics of the redacted content and its location within the document, page 1 or page 7, for example. We cater to these needs, ensuring our records meet the diverse requirements of our clients.

Excel-Based Record Keeping: Leveraging the power of Excel, we organise these PDF redaction records methodically. Each row in our custom Excel workbook represents an instance of a PDF file, detailed with all necessary information for quick reference.

A detailed Excel screenshot displaying file paths for original and redacted documents.

Direct Access and Security of Redacted Documents

Direct Access: Imagine clicking a link in the Excel file and immediately accessing the relevant PDF, whether the original or now redacted file for easy viewing or perhaps emailing. We make this convenience a reality.

Security and Accessibility: We ensure that these confidential records are securely stored and accessible only to authorised personnel on our end. This level of document security is crucial for compliance and for addressing any future queries about our document redaction process.

Ensure Your Document Security with Expert Assistance

Are you ready to take your document redaction requirements to the next level? At EXCEL NEXUS, we’re committed to bolstering this dedication with our expert document redaction services. Reach out to us at hello@excelnexus.co.uk and discover how our outsourced document redaction solutions can transform your approach to document security and compliance.