Redactions rules and behaviour

  • Redactions are used for documents to be published
  • Access to change or remove redactions is strictly controlled
  • The Redaction functions only apply to electronic documents in the tiff format (*.tiff).
  • The following types of redactions are available:
    • Removal of whole pages from multi page electronic documents
    • Application of opaque rectangles and other shapes to obscure sensitive words and numbers
  • Once redactions are on an electronic document, the redaction will be saved as a new record that is related to the original.

    This enables navigation to and from the original document and its redaction(s).

    The title of the redacted record will indicate that it is a redaction.

  • Once a redaction has been created, it is set to Final and cannot be modified - that is, blanked out sections cannot be removed.

    Instead, a new redaction must be created from the original.

  • When you attempt to destroy the original electronic document, Content Manager will warn the user that there are relationships to other records.
  • The original electronic document will indicate whether redacted versions exist - these appear on the record's Renditions tab
  • Multiple redactions are possible
  • You can create redacted records from electronic documents that are Final
  • Content Manager logs when you create a redacted version in the audit trail with the date and creator
  • Content Manager will store a copy of the redacted image with the redaction displayed transparently on the original document as a rendition when the option in Administration - System Options - Record tab - Save a transparent form of the redaction as a rendition of the original Record is selected
  • Content Manager will notify you of any redactions that could not be added to the original file and the warning message indicates that the redaction will be created unfiled.

    If you want to create a large number of copies, you should attend to the warnings either by cancelling at the first one, fixing the errors and then restarting the operation or by clicking OK for each copy.

NOTE:

Redactions and containers

  • Redaction records are created without copying the container record only when Content Manager deems the container unsuitable.

    Content Manager will create the record, but will not add it to the container and not warn you.

  • When you create a new redaction, Content Manager attempts to put the redaction in the same container as the original.

    If Content Manager deems the container unsuitable - for example, the container can no longer have documents added to it - the redaction will be created without a container.

    Content Manager sometimes prevents creating a redaction without a container, in which case the creation of the new redaction will fail.

  • If no container is copied for some reason, Content Manager copies the Home Location from the source record - as long as the Home Location is a Location or a Space management level - and the record disposition becomes Active

Reasons why a document cannot be copied without being added to the same container as the original:

  • The Record Type of the copied record uses Numbering by container
  • The record being copied cannot be viewed and its access is derived from its container