CloudNine Review: Is there a way to quickly redact PII information?

Automated PII redaction in CloudNine Review

CloudNine Review provides an automated redaction tool for managing Personally Identifiable Information (PII). PII refers to any information associated with an individual that can be used to identify them, such as their social security number, full name, email address, or phone number.

Opening the PII Redaction tool

On your projects menu bar, select Tools - Redactions - PII Redactions. 

There are several options in the PII Redactions tool. 

Template: The template option allows you to Create (Save) templates for automated PII Redactions.

1. Select Template: Use the drop-down to select existing templates. 
2. Create: Grayed out until an option is selected/changed. Once available, click Create to save settings as a template. 
3. Manage Template: Select to review saved templates and their properties. Saved Templates can be modified or deleted. 

Document Selection: Determine the documents affected by the automated PII Redaction. 

1. Redact Current Document (default selection): Applies the PII Redaction to the active document. 
2. Redact Current Search: Automated PII Redactions are applied to all records in the search results. 

Redaction Type: How the Redaction is applied and embedded onto the image file. 

1. Color Redaction: Selected,  the PII is redacted by the Color Option chosen. The Selected Color is used for the redaction.
2. Text Redaction: PII data is covered with the Custom Redaction Text inputted.

Entities to Redact: Choose the type of PII entity you wish to redact. 

1. Entity Category Title: PII Entities are organized into four categories: Financial, Personal, Technical Security, and Date/Time. 
2. Expand/Collapse: Click the plus + to expand and see all PII entities for the category. Collapse a category by clicking the minus - option.
3. PII Entities: List of PII items the automated redaction tool identifies and attempts to redact. Click the box next to the entity to select (check) for PII Redactions. 
4. Select All: To select all PII entities, click the Select All box in the category's Title section. To de-select all options, click to uncheck the selections.
5. Information: Click the question mark to see a description of each entity.  

Values to Exclude: Type any personally identifiable information (PII) values to be excluded from the automated PII redaction process. Up to 1000 terms may be added.

Documents to Redact: Available when Redact Current Search is selected, determines how you wish to handle documents with existing redactions.

1. Skip documents previously redacted: Any documents with existing PII redactions are excluded from the redaction process. 
2. Redact all documents. All documents are included in the redaction process. Redactions are applied to new items only, existing redactions remain the same and are not overwritten.

Do you wish to continue? 

Select Continue to proceed with the automated PII redaction process, or Cancel to close the PII Redaction window. 

Apply PII Redaction to a single document. 

1. In CloudNine Review, select a document you identified with PII information.  
2. Select Tools-Redactions-PII Redactions. The PII Redaction window opens. 
3. For Document Selection, select Redact Current Document. 
4. Choose Color Redaction for the Redaction Type, then choose the color you want to use for the redaction from the Color Options. The color chosen appears next to Selected Color. 
5. Under Entities to Redact, expand the PII category, for example, Personal. Select the PII entity type(s) you want to run automated PII redaction on, for example, SSN to redact Social Security Numbers. 
   
   
6. Click Continue to proceed. A PII Redaction confirmation window appears indicating the number of document queued for PII Redaction (in this case 1) and if you wish to continue. 
   
   Click Continue. A Redacting Document.... status message appears. 
   
7. When the PII redaction process is complete, the message closes. Click the Image tab to see the redactions applied. 

Apply PII Redaction with Text Redaction to Search Results

Preparation: Create a tag, such as "RedactPII" that you will use to tag documents with PII information. As you review the documents, tag records you wish to run the automated PII redaction tool on.

1. You have identified and tagged records with personal information that need the automated PII redaction feature run. Filter or Search for the records you have identified as PII. 
2. On the menu bar, select Tools - Redactions - PII Redactions to open the PII Redactions window. 
3. Choose Redact Current Search next to Document Selection. 
4. For the Redaction Type, select Text Redaction.
5. Under Custom Redaction Text: enter the text you wish to apply such as REDACTED PII. 
6. Expand the Entity to Redact categories and choose the data entity type(s) for redaction. In the example below Personal is expanded and SSN is selected. 
7. Optionally, enter Values to Exclude from the redaction process. 
8. For the Documents to Redact: Choose to either Skip documents previously redacted or Redact all documents. 
   
9. Click Continue to proceed. 
10. The PII Redaction message appears indicating how many documents are queued for PII Redaction. Verify the document count, then click Continue to proceed with the redaction process.  
    
11. A PII Redaction confirmation window opens, the redaction process has started. When the process completes, an email is sent to the email address tied to the user account.
    
12. Close the window to return to your project. 

PII Redaction Output Samples

Redaction Type - Color Redaction

Redaction Type - Text Redaction

Email Sample

Report Sample