When requested documents containing restricted information need to be redacted, you can hide the restricted information and mark it with one or more Redaction Code, which indicate the reason why the information is restricted. An agency can decide to release records to a Requester even after it has been determined that the records may be withheld pursuant to one or more of the exemptions. An agency has the discretion to create, edit, or delete Redaction Codes.
The table below lists the types of Redaction Codes, along with a brief description of each.
Redaction Code | Description |
|---|---|
Declassification | Declassification codes based on your agency's requirements.
|
FOIP Exclusions | Codes applied to information that is excluded from the scope of the FOIP |
FOIP Exemptions | Codes applied to information protected by a FOIP exemption. |
Change the Order of Redaction Codes
If you have created more than one Redaction Code, you can change the order in which they appears when applying them to redactions.
Follow the steps below to Change the Order of Redaction Codes:
Click Administration > Document Management > Redaction Codes.
Select a code from the list, then click Move Up or Move Down.
NOTE: The first Redaction code will be selected by default.
The number in the Order in Annual Report field is visible on the Edit Redaction Code dialog box, and will change automatically to match the code's order in the list.
Create Redaction Code
A Redaction Code is a word or a group of characters that indicate the reason for redacting a specific piece of information. Redaction Code Groups contain related Redaction Codes. With Redaction Code Groups, you can quickly apply one or more Redaction Codes to a redacted area. New Redaction Codes can be created based on additional ATIP requirements. An agency can create Redaction Codes that differ from one agency to another.
Follow the steps below to Create a Redaction Code:
Click Administration > Document Management > Redaction Codes. The Redaction Codes screen displays as shown below.
Select a Code Type from the drop-down menu. Declassification will be selected by default and is selected to explain the steps below.
Click New. The New Redaction Code screen displays as shown below.
Enter information in the fields described below per your agency's requirements.
Field | Description |
|---|---|
Code | The combination of a group of letters or numbers used to identify a specific Code Type (Declassification, Exclusions, ATIP, Other, PA, PIA, and Statute). |
Court Upheld (Statute Code Type only) | The legal citation referencing the court decision upholding the Statute. |
Active | When selected, activates the Redaction Code. |
Show in Statistical Report | When selected, displays the code in the Statistical Report. For Other Codes, users have a choice of Standard or Other as options for where the code appears in the Statistical Report. |
Do Not Count Toward Disposition | When selected, this code will not count toward the final disposition of the request |
Description | A brief description of the code. For the "Other Codes" code type, a brief description of the Request or Appeal. |
Group Name | The Redaction Code Group. |
Order in Statistical Report (displayed only for FOIP Exclusions and FOIP Exemption Code Types) | The order in which the Redaction Code displays in the Statistical Report. |
Click Save. A verification message displays as shown below.
Click OK.
Edit Redaction Code
Users with the required Permissions can edit Redaction Code Details. However, users cannot edit the following types of Redaction Codes:
ATIP Redaction Codes (b)(1) through (b)(9)
Exclusion Redaction Codes (c)(1) through (c)(3)
Statute Codes
Other Codes (category)
Steps to Edit a Redaction Code:
Click Administration > Document Management > Redaction Codes. The Redaction Codes screen displays.
Select a Code Type from the drop-down menu. Declassification will be selected by default and is selected to explain the steps below.
Select the Redaction Code you want to edit, then click Edit. The Edit screen for the selected Redaction Code displays as shown below.
Make any necessary modifications to the Redaction Code Details.
Click Save. A verification message displays.
Click OK.
Delete Redaction Code
Users with the required Permissions can delete Redaction Codes. However, users cannot delete the following Redaction Codes:
Redaction Codes that have been applied to a document
Predefined Redaction Codes for Exclusions, ATIP, Other, and Statute
Steps to Delete a Redaction Code:
Click Administration > Document Management > Redaction Codes. The Redaction Codes screen displays.
Select a Code Type from the drop down menu. Declassification will be selected by default and is selected to explain the steps below.
Select the Redaction Code you want to delete, then click Delete. A verification message will be displayed.
Click OK.