Batch redacting documents

Can I batch redact documents?

You can save time by redacting the same word, phrase, or type of data across multiple documents at once. Like with regular redactions in RapidReview, batch redactions will initially be applied in draft form. You can then finalize these draft redacted documents either one at a time or as a batch.

IMPORTANT: we recommend redacting no more than 500 documents at once. Above that number you may start to see performance issues. Be sure to wait until a batch redaction has completed before trying to take any other actions on those documents, otherwise you may see unexpected behavior.

Steps for applying batch draft redactions:

NOTE: Not all documents can be batch redacted. In particular, image files and PDFs that have not had OCR (Optical Character Recognition) applied can not be batch redacted and will need to be redacted individually. Look for the label 'Batch Redactable' next to the document name to see if the document can be batch redacted.

1. Find the files you want to redact in the list of documents/files and select them by checking the boxes in their document cards.
2. Click the batch redact icon () in the toolbar 
3.  In the modal that appears, select a redaction type (SSN, Date, Email, Phone or Postal Code) and/or a redaction word/phrase to batch redact.
4. (Optional) Place the redacted documents in a folder by selecting an existing folder from the drop-down or typing a new name in the field and clicking enter
5. (Optional) Select a redaction reason to be applied to all batch redactions that are added
6. Click “Start redaction.” Depending on the number of documents selected and the types of redactions, it may take up to an hour for the draft redactions to be applied

After draft redactions have been applied to a document they can be edited and deleted individually. For more information about how to do this, see the guide for redacting an individual document.

TIP: You can redact a document while it is in any of the document stages except for Ready for Release. If other people are working on this request with you, you may want to designate documents as in the "Needs Redaction" stage so they know which ones to work on. For more information about how to move documents between stages click here.

Steps for finalizing redactions (one document)

1. Find the file you want to finalize in the list of documents/files and select it
   
   • NOTE: the document will be in the same stage as before you added draft redactions to it. This is a change from before draft redaction was released - previously the document would have been automatically moved to the Redacted stage.
2. Click the 'Finalize' button at the top right of the redaction window
3. Click the 'Finalize document' button in the menu that appears
   • NOTE: You will be shown a warning if there are any redactions that don't have redaction reasons applied
4. The document will be moved to the Redacted tab

Steps for finalizing redactions (multiple documents)

1. Find the files you want to finalize in the list and select them
   • NOTE: the document will be in the same stage as before you added draft redactions to it. This is a change from before draft redaction was released - previously the document would have been automatically moved to the Redacted stage.
2. Click the Finalize button in the document viewer to the right
3. Click the 'Finalize document' button in the menu that appears
   • NOTE: You will be shown a warning if there are any redactions that don't have redaction reasons applied
4. The documents will be moved to the Redacted tab

NOTES:

• Redaction logs will not be generated when multiple documents are finalized at the same time. If you want a redaction log to be included, you will need to finalize each document individually.
• The Finalize button will not appear when multiple documents are selected if any of the selected documents have no redactions, are archive file types, or have already been finalized.