![]() FOIA defines public records to include electronic documents and communications. There are many redaction software packages available that have similar features.“Public records” are defined in FOIA as “all records, reports, forms, writings, letters, memoranda, books, papers, maps, photographs, microfilms, cards, tapes, recordings, electronic data processing records, electronic communications, recorded information and all other documentary materials pertaining to the transaction of public business, regardless of physical form or characteristics, having been prepared by or for, or having been or being used by, received by, in the possession of, or under the control of any public body.” (5 ILCS 140/2(c)) Given this broad definition, FOIA is intended to cover any document, regardless of form, that pertains to government business.ĭoes “Public Record” Include Electronic Information? ![]() If you do this, the text will still be found through search or copy and paste. ![]() When redacting using this software, you will also have the option to remove any metadata from the document.ĭo not use the annotation tool to create black boxes over the text requiring redaction. This package will remove the redacted text with a redaction tool which permanently replaces the text with black boxes. It is this version that you will complete your redactions on.Īdobe Acrobat Professional can be used to redact information. This copy of the unredacted document can be called for example ‘Affidavit of John Smith redacted’. That is, you have a scanned document you wish to redact.īefore redacting a document, you should first make a copy of the redacted document. Redacting a document using other softwareįollow these guidelines where you do not have a copy of the document in word processing format. This text is then copied and pasted back into the word processing software where it will need reformatting.A search is conducted to ensure the redacted text is removed.The remaining text copied and pasted into notepad.The text is redacted from a copy of the document.author, revisions) from the document.Īnother method of ensuring the document is completely free of the text requiring redaction is to ‘roundtrip’ the document. If you are using Microsoft Word, also use the ‘inspect document function’ to remove metadata (e.g. While the text is hidden from view, it can still be accessed by copying and pasting the text or searched when the document has been converted to a searchable PDF. When eLodging redacted documents prepared in a word processing software such as Microsoft Word, do not make the text being redacted white. The text can still be accessed by copying and pasting and can be searched if the document has been converted to a searchable PDF. The redacted text will only be hidden from view but not removed from the document. When eLodging redacted documents in a word processing software such as Microsoft Word, do not use black shapes over the text being redacted. To maintain the formatting or structure of the document, the word and square brackets ‘’ can be repeated, for example, ‘ ’. ![]() For example, ‘the funds were transferred to the applicant’s nominated bank account BSB Account number ’. Text or numbers that need redacting should be replaced with the word ‘redacted’ in square brackets i.e. It is this version that you will complete your redactions on. This copy of the unredacted document can be called, for example, ‘Affidavit of John Smith redacted’. Manually redacting within an electronic document with word processing softwareīefore redacting a document, you should first make a copy of the unredacted document. ![]()
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