Key Takeaways:<\/em><\/strong><\/p>\n\n\n\n It is especially essential to secure your data if you’ll store your documents in a content management system (CMS)<\/a> or other cloud-based document storage service. Roughly 55% of companies store their data in a cloud-based service.<\/p>\n\n\n\n READ ALSO:<\/em> Around 54% of data is sensitive data<\/a>. Before your company stores that data or shares that data in the cloud service, you will want to redact some of the confidential information. <\/p>\n\n\n\n If the project is time-sensitive, it is tempting to cut corners and use a quick fix to redact the information. Avoid making this mistake. Changing font colors or using a black highlighter in a Word document will not properly hide the information from the recipient. Methods to obscure the data in any way other than using a redaction tool will only put you at risk of releasing confidential data.<\/p>\n\n\n\n Before you begin redacting your document, there are a few other things to consider:<\/p>\n\n\n\n When redacting information, you want to make sure that you do not redact the original document. If you mistakenly redact the original, you won\u2019t be able to retrieve the data. <\/p>\n\n\n\n Redaction should remove protected information from those without clearance to view specific data. Redacting the original document will create significant issues when you need to use some information for internal purposes.<\/p>\n\n\n\n You should also save an additional copy of the original unredacted document. If the original does become corrupted somehow, you retain a copy of the unredacted document. You can then begin identifying and redacting the data you do not wish to share.<\/p>\n\n\n\n Markup tools are not sufficient for redacting a document. It’s one of the most common errors people make when redacting<\/a> information. If you use a markup tool, you leave the document open for someone to retrieve the information because markups are easy to remove.<\/p>\n\n\n\n You can still expose sensitive data after redaction if you do not remove additional attributes to the document like metadata<\/a>. Make sure to scrub this section off the file as well. <\/p>\n\n\n\n The metadata contains facts associated with the document, which includes confidential information. Redaction tools<\/a> can inspect the redacted copy to ensure the metadata does not include this data. This will allow you to redact any data as well and produce a flawless redaction. Also, check any comments attached to the document to ensure they don\u2019t contain sensitive information.<\/p>\n\n\n\n Data in the wrong hands can be costly for your business. Even those within your organization should not have access to some sensitive data. <\/p>\n\n\n\n The average cost for a data breach<\/a> is $150 per record. Nationwide, that was an average total cost of $3.92 per breach. Some companies never recover from one of these incidents. <\/p>\n\n\n\n Redacting documents correctly is extremely essential to prevent data breaches. Here are the steps you must take to secure this information.<\/p>\n\n\n\n Convert the file into PDF. That way, you can use the redaction tools directly on the document. If the recipient converts the document to a Word document (or another format), the redacted information will remain hidden. <\/p>\n\n\n\n Adobe is the most common and well-known PDF conversion application. However, there are several PDF converters<\/a> and editors available, such as FileCenter DMS.<\/p>\n\n\n\n After converting the document to a PDF, open it in your redaction software. You can skip this step if you plan to redact the data directly in the PDF editor.<\/p>\n\n\n\n From the toolbar, select the “blackout” option. Some programs may label it as “redaction” or some variation of that word.<\/p>\n\n\n\n Drag your cursor over the section that you want to redact. Highlight a single word or an entire paragraph, depending on how much sensitive data is in the document. A black line should appear over the section you highlighted for redaction.<\/p>\n\n\n\n Once you ensure you redacted all the confidential information, save the copy. Rename the file so that you do not save it over the original by mistake. Have another person review the document to ensure that you removed all the sensitive data.<\/p>\n\n\n\n With FileCenter document management<\/a> software with PDF scanning, creating, redacting, and editing features, you can share files with anyone securely after removing selected information<\/a>. Our program is easy to install, learn, and use.<\/p>\n\n\n\n\n
How to Redact a Document: Before You Begin <\/h2>\n\n\n\n
10 Best Document Management Software for Small Businesses in 2024<\/a>
10 Best Document Scanning Software for Windows 10 Users in 2024<\/a><\/strong><\/p>\n\n\n\n![\"Bar](\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image-1.jpg\")
<\/a>Do Not Redact Originals<\/h3>\n\n\n\n
Do Not Use Markup Tools<\/h3>\n\n\n\n
Beware of Metadata<\/h3>\n\n\n\n
5 Steps to Redact a PDF Document <\/h2>\n\n\n\n
1. Convert Document <\/h3>\n\n\n\n
2. Upload Document <\/h3>\n\n\n\n
3. Select Blackout Option<\/h3>\n\n\n\n
![\"Image](\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image-2.jpg\")
<\/a>4. Highlight Section <\/h3>\n\n\n\n
5. Save the Redacted Document<\/h3>\n\n\n\n
A True Redaction Solution <\/h2>\n\n\n\n