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Sensitivity and access procedures
  • Access to personal and sensitive information: Internal Procedural Manual
  • Sensitivity Criteria
    • Overview of workflow
    • 2.1 Due diligence
    • 2.2 Personal data
    • 2.3 Business sensitivity
      • 2.3.1 Identifying business sensitive information
      • 2.3.2 Determining the appropriate access status
    • 2.4 Cultural sensitivity
    • 2.5 Distressing or offensive content
    • 2.6 Child sexual abuse material
      • 2.6.1 What is child sexual abuse material?
        • 2.6.1.1 What is an 'indecent' image?
      • 2.6.2 Who are we safeguarding?
      • 2.6.3 Relevant legislation
        • 2.6.3.1 Wellcome's position
      • 2.6.4 Staff welfare and safeguarding
      • 2.6.5 How to flag CSAM or potential CSAM
      • 2.6.6 Cataloguing
      • 2.6.7 Requests for access
        • 2.6.7.1 Facilitation of onsite access
      • 2.6.8 Digitisation and take down
  • Managing Access
    • Undertaking sensitivity review
      • Further guidance on the personal data flowchart
      • Restriction and closure periods
      • Redaction
      • Catalogue titles and descriptions
      • CALM fields
        • Assigning OrderingCodes
      • Sierra fields
        • Sierra Access Status+Conditions
      • Documenting decisions
      • Packaging physical material
    • Access Status Options
      • Safeguarded access
      • Access conditions statements
      • Changes to the access status
        • Temporary changes to the access status
        • Permanent changes to the access status
        • January openings
      • Missing & Withdrawn Items
    • Access Exceptions
    • Access to Uncatalogued Collections
    • Access to NHS Records
  • Access and Copying Conditions
    • Access and copying conditions
  • Online Access
    • Assessment for online access
  • Access Appeals
    • Access appeals process
  • Collections, Access, Diversity and Inclusion forum (CADI)
    • About the forum
    • Resources
    • Topics
      • Child Sexual Abuse Material
      • Working with communities and academics
      • Content Advisories
      • By Appointment
      • Participatory cataloguing
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  • Redaction of physical records
  • Redaction of born-digital records
  • Redaction of digital and digitised audio and audio-visual material

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  1. Managing Access
  2. Undertaking sensitivity review

Redaction

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Last updated 7 months ago

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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 , 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 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?

access appeal
Sensitivity_Description