Redaction, pseudonymization and annotations

In general, confidential information does not have to be redacted when producing the report after concluding an internal investigation. However, in case it is needed, you can use the redaction functionality in ZyLAB ONE to manually or automatically redact information.

For instructions on how to automatically redact information—see Auto Redactions.

Instructions below explain how to redact information automatically and how to add annotations to certain text.

Redact (R)

Redact (shortcut: R) to protect sensitive, privileged and confidential information by hiding selected content. Specified sections are blacked out or replaced with something else; Text, for example. Redactions can be accompanied with 'exemption codes' to identify the regulations under which the redaction is made. The redacted document can be printed out or used electronically. Native files cannot be redacted. Redacting native files changes their character, which is akin to spoliation. Depending on the permissions you have received, you may not be able to add redactions.

 Instructions

  • Select   in Document View.
     
  • Use the plus sign to draw a box.

  • Double click inside the box to edit the redaction text and/or code set and code entry. You can also add a Motivation (explain why this redaction was made). The motivation will be added in the Redaction Log and can be burned into to image during the production process.
     
  • If needed, change the Appearance Settings. You can change the fill and font color. Click Done when finished. 
    The selected fill color will match the redaction summary color in the right pane.

  • To save all your settings for the next redaction, select 'Save these settings as default'.
    Each next redaction will have the same redaction text, code set/entry and appearance settings.
  • To approve, click Done.
  • To reject, click Cancel.
  • You can Edit, Delete or Select your own Redactions via the summaries in the right pane.

    • In the summary of the Redaction you see the (overlay) text/code (if defined), who redacted and when (including edits).
    • You can also edit/delete your own redaction by double-clicking on it in the document. Select the Delete icon or edit the settings of the highlighted (red border) Redaction.
  • Shortcut: Delete (a selected) redaction with the Delete button on your keyboard (inactive (Quick) Redactions mode).
  • Shortcut: Rightclick on a redaction to add redaction codes or the settings (of a recently added redaction). 
  • Select All to edit or delete all redactions and/or annotations.
    Note: A selection of both redactions and annotations cannot be edited all at once.

  • View if redactions have been made manually or via an Auto Redaction rule.

  • Old redactions covered by new redactions are still visible when hovering above them.

  • Hits are visible in redacted areas:


    Hover above a hit to read it:

  • Move (your own) Redaction by clicking on it and dragging it to another position on the same page.
  • Resize (your own) Redaction by clicking on it, holding a corner or side with the mouse and dragging it to a new position.

Display Options

Define if Redactions are shown.

Quick Redact (Q)

For Quick Redact, press Q and draw a box immediately and repeatedly (if necessary). Press Q again to leave the Quick Redact mode. Settings and appearance of redactions can be changed at a later time by double clicking on them. 

Note I: When double clicking on a Quick Redaction to change the settings/appearance, make sure you are outside Quick Redact mode (the plus sign is not active/checkbox is not selected). 

Note II: Quick Redact mode is not saved when navigating to another document. Press Q again to continue.


The checkbox 'Quick Redact Mode (Q)' is automatically (de)selected when pressing Q.

For more information, for example on changing the appearance settings, see the information above for regular redactions.

Redact Page (P)

For Redact Page, press P and the current (full) page will be redacted. Settings and appearance of redactions can be changed by double clicking on the page. 

For more information, for example on changing the appearance settings, see the information above for regular redactions.

Annotate (A)

Annotate (shortcut: A) to add comments to parts of the document. Reviewers are able to reply to each other's comments. You can only delete/edit your own comments.

 Instructions

  • Select   in Document View.
     
  • Use the plus sign to draw a box.

  • Double click inside the box to add a note (annotation).

  • You can Edit, Delete or Select your own Annotation via the summaries in the right pane.

    • In the summary of the Annotation you see the (overlay) text, who annotated and when (including edits).
    • You can also edit or delete your own annotation by double-clicking on it in the document. Select the Delete icon or edit the settings of the highlighted (red border) Annotation.
  • Shortcut: Delete (a selected) annotations with the Delete button on your keyboard (inactive Annotations mode).
  • Select All to edit or delete all redactions and/or annotations.
    Note: A selection of both redactions and annotations cannot be edited all at once.

  • Move (your own) Annotation by clicking on it and dragging it to another position on the same page.
  • Resize (your own) Annotation by clicking on it, holding a corner or side with the mouse and dragging it to a new position.

Display Options

Define if and how Annotations are shown.