Redaction

We do not routinely apply redaction to records, but it is considered at the point of cataloguing in cases where it meets the following criteria:

• Most of the record does not contain sensitive data and can be open

• Sensitive data is limited to one or two instances

• Removal of the sensitive information would not disrupt the meaning and context of the record

Redaction of physical records

• Remove the sensitive document from the record and catalogue it as a separate item.

• In the physical file, insert a piece of acid free paper in the original location of the sensitive document and write the following on it: An item has been removed from this record and catalogued separately as [Reference] for sensitivity reasons.

• Both catalogue records should state that the two items were originally together and were separated for sensitivity reasons.

• If redaction is applied post-cataloguing as a result of an access appeal, the new item record should have the same reference as the old once with an “A” added to keep the two files next to each other in the series (e.g. SA/NCT/A/1/1 and SA/NCT/A/1/1A).

The two catalogue records will remain, even after sensitivity has expired. The document will not be put back into the file. [CORRECT?]

Redaction of born-digital records

• Redaction is applied at the point of access: when copying the requested material onto a laptop for viewing in the RMR, do not copy the sensitive digital file(s) across.

• Redaction can be applied at digital file level or folder level. For instance, if a digital record is arranged in four sub-folders, one of which contains sensitive data, copy the three sub-folders and leave the fourth, sensitive one.

• Document the filename and path of the sensitive file(s) to ensure consistency with each access request. Use the Sensitivity_Description field in CALM.

Redaction of digital and digitised audio and audio-visual material

Overview is in the public doc. Do we need instructions here for how to do this?