The Power of Auto-Redaction: Streamlining Data Privacy and Security

Submitted by Isiah Irby on Fri, 10/13/2023 - 07:50
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The Power of Auto-Redaction: Streamlining Data Privacy and Security

When you have personal information on documents you’re sending in but don’t want anyone to see that, how do you normally take care of that? You might be one of the millions of people who simply cross out, white-out, or black-out the information with a marker or white-out tool. Although this gets part of the job done, nowadays it almost feels archaic.

In today's data-driven world, protecting sensitive information cannot be overstated. Whether you're dealing with legal documents, medical records, financial reports, or any other confidential data, the risk of unintentional data exposure is a significant concern. This is where auto-redaction software comes into play, revolutionizing the way organizations handle sensitive information. You’d want your information secure and safe.

Why does Auto-Redaction Matter?

Auto-redaction is the automated process of identifying and removing sensitive information from documents. This offers a host of benefits that make it an indispensable tool for modern businesses and institutions. We’re going to be diving into 10 reasons why Auto-Redaction matters and descriptions and definitions of the importance of each one.   

1. Efficiency

A primary advantage of having auto-redaction software is its efficiency. With manual redaction, it requires more time and effort to ensure document security. When a company is dealing with large volumes of documents, auto-redaction automates the process of identifying and redacting sensitive data from documents, significantly speeding up the process. This allows employees to focus on more valuable tasks.

2. Accuracy

Human error is a common concern when manually redacting sensitive information. Some sensitive information could be missed while an individual is crossing out important parts to keep safe. Also, with manual redaction, it can sometimes leave behind remnants of text, which if left untouched, can be used by someone else. Auto-redaction software employs advanced algorithms to consistently identify and redact sensitive data, minimizing the risk of mistakes.

3. Consistency

Auto-redaction software also ensures that redaction is applied consistently across all documents. This uniformity is crucial for compliance and legal purposes. This covers the bases of multiple industries that need to print, which eliminates the risk of overlooking sensitive information in some files while redacting it in others.

4. Compliance

Many industries and organizations must adhere to strict data privacy regulations like FERPA, HIPAA, GDPR, or CCPA. Auto-redaction software plays a crucial role in ensuring compliance by accurately redacting sensitive information, thereby reducing the risk of non-compliance penalties. In the legal, medical, or educational space, sensitive information always needs to be protected.

5. Cost Reduction

By automating the redaction process, organizations can cut costs associated with manual labor. There’s no need to hire additional staff or outsource for redaction tasks when an app can do that efficiently. Additionally, auto-redaction software can save on paper and ink/toner costs, which are often overlooked, but significant in savings.

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6. Scalability/Adaptability

Auto-redaction software is easily scalable, making it suitable for organizations with varying document processing needs. Whether you have a handful of documents or a massive volume, the software can adapt to your requirements.

7. Customization

Many auto-redaction tools allow users to customize redaction criteria to suit their specific needs. This flexibility ensures that the software can adapt to different document types and redaction requirements. If you need just one paper to mark out addresses and phone numbers, or maybe you need a stack of papers to completely mark out a certain name or company name, the auto-redaction software AI can complete these tasks separately or together.

9. Audit Trail

Auto-redaction software often includes audit trail features that record when and how redactions were applied. This audit trail is valuable for demonstrating compliance and accountability, ensuring transparency in data handling. This helps with reducing fraud, handling material errors, and preventing unauthorized use.


10. Streamlined Collaboration

Auto-redaction software simplifies the process of collaborating on sensitive documents. It enables quick and consistent redaction, ensuring data protection while facilitating seamless collaboration with internal and external parties.

In summary, auto-redaction software offers efficiency, accuracy, compliance, and cost-saving benefits for organizations dealing with sensitive information across various industries. It serves as a valuable tool for ensuring data privacy and security while streamlining document processing workflows.

Xerox App Gallery Auto-Redaction Cost

You can find the auto-redaction app in Xerox’s App Gallery. First off, you can trial the app for 30 days or 100 pages scanned, whichever comes first.

There are different pricing points based on the pages that need to be scanned for redaction.

  • For smaller companies only needing 2,000 pages scanned, the subscription price is $69.99 a year.
  • For companies that need 7500 pages, that’ll be $199.
  • For 25,000 pages scanned, the price point will be $499. Below is an image of what the features look like on the app:

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As always, budget effectively before investing in this or any other apps that cost money on Xerox’s App Gallery

Is Auto-Redaction Software only for printers?

If you're wondering whether auto-redaction is limited to printer applications, the answer is no. Auto-redaction can be performed using various software applications on computers and mobile devices. While the popularity and availability of software may have changed since late 2021, here are some examples of both manual and auto-redaction software:

Manual Redaction Apps:

1. Adobe Acrobat Pro (DC): Popular for manual PDF redaction.

2. Microsoft Word: Offers built-in redaction tools.

3. Mac's "Preview": Manual redaction for Apple users.

Auto-Redaction Software:

1. Case Guard: Automates text, audio, and image redaction.

2. SS&C Intralinks: Offers advanced automatic redaction capabilities.

3. OpenText Redact-It: Specialized software for document redaction.

4. Blackout: Open-source redaction tool for PDFs.

5. Redax: Specialized redaction tool for Adobe Acrobat.

6. Foxit PhantomPDF: PDF editing software with redaction features.

7. Nuance Power PDF: Comprehensive PDF solution with redaction.

8. VeriFyle: Secure document management with redaction tools.

9. Everlaw: Legal software platform with eDiscovery redaction.

10. M-Files: Document management system with redaction capabilities.

Please note that the popularity and availability of software may vary by region and industry. When choosing redaction software, consider factors such as ease of use, compliance with privacy regulations, and integration with existing systems. Additionally, it's advisable to research the latest software options, as the landscape may have evolved since 2021.

In conclusion, auto-redaction software is a powerful tool for safeguarding sensitive information in today's data-driven world. Whether used on printers or various software applications. Every business can benefit from protecting sensitive and personal information. You wouldn’t want the wrong person getting a hold of an address, SSN, Bank information, or more.

For additional questions or concerns about securing your data and ensuring your device has top-of-the-line security features enabled, contact us and a member of our team will assist you. 

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