Redacting

In some instances with sensitive material, documents can be photocopied and the photocopies redacted. Typically, sensitive materials are restricted from research use until the named individuals are deceased. In some cases, however, if the personal information is small in quantity and the rest of the document is very important to the collection (e.g., a Social Security number or last name of participants in a study, survey, or research materials), the personal information may be redacted. Consult with your team lead about any redaction and closure terms for redacted materials.

• Identify information to be redacted with a red paper flag and briefly note the item to be redacted on the flag.
• Copy and redact (black out with crayon) information from photocopy.
• Make a new copy of this "censored" photocopy (words can still be legible through the crayon or marker), and discard crayoned copy.
• Label photocopy: "Original closed until January 1, 20__."
• End-processor will remove original, add file unit number and "Closed until January 1, 20__."

It is possible to do electronic redaction on digitized documents. If you have a folder (or more) of material that all needs to be redacted, talk to your team lead about the possibilities of electronic redacting.