Managing Redaction Preferences

You can establish your organization's redaction preferences for commonly encountered classifiers at the account level or intentionally choose your preferences at the request level for each unique circumstance.

With these options you can access the full list of classifiers that are detected and redacted by default, plus add custom data elements commonly used in your organization and apply a redaction preference for all future instances where they appear in the files. The third option is structured data which allows users to identify data values in a structured data group or create custom fields for preferences.

Things to Know:

  • You can manage these preferences at the account level or for a single request. The following sections detail how to configure preferences for each level.

  • Data elements are not case sensitive. The system will detect and redact each occurrence provided it's spelled correctly.

  • To enter multiple data elements, include a comma between each entry.

  • To adopt the newest redaction preference, you must upload the attachment(s) again.

Default Classifier Preferences

Account Level

  1. On the Privacy Rights Automation menu, select Setup > Redaction Preferences. The Default Classifier screen appears.

  2. The screen will list all of the default classifiers that OneTrust has made available for customer use. These can be marked for detect only, detect and redact, or neither.



    Note:

    If you have enabled the 202212.1.0 preview feature, "Ungrouping Classifier Groups", your view of this page will display a column for Classifiers and another for the parent Group. This breaks out classifier labels from the parent group so users can better manage detect/redact preferences for specific keywords rather than applying preferences in bulk.



  3. Click the Save button to save your preferences.

Single Request

  1. On the Privacy Rights Automation menu, select Requests. The Screen Name screen appears.

  2. Select a Request. The Data Subject Request Details screen appears.

  3. Click the Results Summary button. The Results Summary screen appears.

  4. Click the Redaction Preferences button. The Redaction Preferences screen appears.

  5. All Default Classifiers created by OneTrust will be listed in the first tab. These standard classifiers detect and redact common personally identifiable information (PII) that are found by the system.

  6. Manage the Redact and Detect preferences for the Default Classifiers. You can choose to detect only, detect and redact, or neither.

    Note:

    Any saved changes will only be applied to newly uploaded attachments. This will not affect or alter existing files or redactions.

  7. Click the Save button.

Changing Default Confidence Scores

You can configure custom default confidence scores for redaction preferences at the tenant level and request level. This enhancement allows users to define a custom percentage for a classifier that can be applied to a given request or for all requests in the tenant.

Important:

Custom confidence score will only be applied toward classifiers from newly uploaded documents.

Account Level

  1. On the Privacy Rights Automation menu, select Setup > Redaction Preferences. The Default Classifier screen appears.

  2. Click the Change Default Confidence Score button. The Change Default Confidence Score modal appears.

  3. Enter a custom custom score (0-100%).



  4. Click the Confirm button. The classifiers listed in the Default Classifiers tab will update to the supplied custom confidence score.

  5. Click the Save button. The custom preferences will be saved and applied to any newly uploaded files in the tenant level.

Request Level

  1. On the Privacy Rights Automation menu, select Requests. The Screen Name screen appears.

  2. Select a Request. The Data Subject Request Details screen appears.

  3. Click the Results Summary button. The Results Summary screen appears.

  4. Click the Redaction Preferences button. The Redaction Preferences screen appears.

  5. Click the Change Default Confidence Score button. The Change Default Confidence Score modal appears.

  6. Enter a custom custom score (0-100%).



  7. Click the Confirm button. The classifiers listed in the Default Classifiers tab will update to the supplied custom confidence score.

  8. Click the Save button. The custom preferences will be saved and applied to any new files submitted on the given request.

Custom Classifier Preferences

Account Level

  1. On the Privacy Rights Automation menu, select Setup > Redaction Preferences. The Default Classifier screen appears.

  2. Go the Custom Keywords tab. All added keywords will be listed here once they are created.

  3. To add new keywords, click the Add Custom button. The Add Custom Data Element modal appears.

  4. Enter your desired key words in the Data Elements field in comma-separated format.

    Note:

    As noted in the modal, configured redaction preferences are only applied to future uploads.





  5. Click the Always Redact or Never Redact buttons. The new keyword(s) will be added to the Custom Keyword list with details about their redaction status, the source, and who last updated the keyword.



  6. To remove a custom keyword, hover over the keyword row to reveal the Context Menu icon.

  7. Click the icon, then select Delete. The Delete Data Element modal appears.

  8. Click the Delete button to remove the keyword.

Single Request

  1. On the Privacy Rights Automation menu, select Requests. The Screen Name screen appears.

  2. Select a Request. The Data Subject Request Details screen appears.

  3. Click the Results Summary button. The Results Summary screen appears.

  4. Click the Redaction Preference button. The Redaction Preferences screen appears.

  5. Go to the Custom Keywords tab. These classifiers will be always redacted or never redacted based on your custom management choices. Any personal information retrieved through the web form will added with Never Redact by default since these were supplied by the data subject.

  6. Enter your desired key words in the Data Elements field in comma-separated format.

    Note:

    As noted in the modal, configured redaction preferences are only applied to future uploads.





  7. Click the Always Redact or Never Redact buttons. The new keyword(s) will be added to the Custom Keyword list with details about their redaction status, the source, and who last updated the keyword.



Structured Data Preferences

Account Level

  1. On the Privacy Rights Automation menu, select Setup > Redaction Preferences. The Default Classifier screen appears.

  2. Go to the Structured Data Redaction tab.

  3. Click the Add Fields button. The Add Fields modal appears.

  4. Enter the desired field names that you want redacted from the structured data results.

  5. Click the Save button to save your preferences.

  6. The new keyword(s) will be added to the Structured Data Redaction list with metadata to identify who last updated the field preference.



Single Request via Redaction Preferences

  1. On the Privacy Rights Automation menu, select Requests. The Screen Name screen appears.

  2. Select a Request. The Data Subject Request Details screen appears.

  3. Click the Results Summary button. The Results Summary screen appears.

  4. Click the Redaction Preference button. The Redaction Preferences screen appears.

  5. Go to the Structured Data Redaction tab.

  6. Click the Add Fields button. The Add Fields modal appears.

  7. Enter the desired field names that you want redacted from the structured data results.

  8. Click the Save button to save your preferences.

Single Request via Manually Added Data Points

  1. On the Privacy Rights Automation menu, select Requests. The Screen Name screen appears.

  2. Select a Request. The Data Subject Request Details screen appears.

  3. Click the Results Summary button. The Results Summary screen appears.

  4. Click the Context Menu icon, then select Add Data Points. The Add Data Points

  5. Enter the desired field names, values, and report group that you want redacted from the structured data results.

    Note:

    This requires an existing group to map the Report Group.



  6. Click the Save button to save your preferences. You can hover the cursor over the [Redacted] value to inspect the provided value.



  7. Click the Context Menu icon for the given field name to choose whether this value should be redacted or unredacted.