Some records contain protected information that must be removed before release. This article covers when to redact, how to use the redaction tools, and what the requester receives.
When to Redact
Public records laws vary by jurisdiction, but common categories of protected information include:
Personal identifying information (SSNs, dates of birth, home addresses)
Medical information
Juvenile records
Ongoing investigation details
Attorney-client privileged communications
Information that could compromise officer safety
The rules can also vary by requester type. For example:
A public FOIA request may require heavy redaction
A DA or prosecutor request may require less redaction or none
An internal agency request may have different rules entirely
When in doubt, consult your agency's records policy or legal counsel.
Manual Redaction
To redact media before releasing:
Open the request and find the media item that needs redaction.
Click into the media item to open it in Media Index.
Use the redaction tools to mark sections for removal:
For audio: Select the time range to redact. The audio in that range will be silenced.
For documents: Select the text or area to redact. It will be blacked out.
Save your redactions.
Return to the request. The redacted version is now what's attached.
Important: Once you release the request, the requester receives only the redacted version. The original unredacted media is preserved in the system for your internal records, but the requester never sees it.
Auto-Redaction
If your administrator has enabled auto-redaction, the system automatically identifies and removes common protected information when media is processed.
Auto-redaction catches standard patterns (PII, identifiers). It does not catch:
Jurisdiction-specific exemptions
Context-dependent redactions (e.g. information that's protected in one request type but not another)
Unusual or non-standard protected information
Always review auto-redacted media before releasing. Auto-redaction is a starting point. You may need to add manual redactions on top of it, or in rare cases, undo an auto-redaction that was too aggressive.
What the Requester Gets
Redacted version only. The requester downloads the redacted media through the portal magic link.
No indication of what was redacted. Redacted audio is silenced; redacted documents show black bars. The requester does not see what was underneath.
Original is preserved internally. Your agency retains the unredacted original for audit purposes.
Consistency Matters
Redaction mistakes have real consequences:
Releasing unredacted protected information can violate privacy laws
Inconsistent redaction across similar requests can create legal exposure
Redaction decisions may need to be justified in court
Keep your approach consistent. If your agency has a redaction policy or checklist, follow it for every request.