Articles on: Asset Platform for Admin

How to manage your files by using the redaction tool

As a manager, you want to make sure that your files do not violate any NDAs.

The redaction tool allows users to redact data automatically and gives managers a fast way to check and control the data in your library, giving you the confidence that you won’t be breaking any form of NDAs or internal policies for data storage before adding your slides.

How to setup the redaction tool

1. First go to “Asset Settings”
2. Then go to the “Sensitive Data” tab
3. Choose from the available options – Disabled (the redaction scan and warnings about any potential sensitive data will not show up for users); Optional (All files will be scanned but users can choose to not take any actions); Required (All files will be automatically scanned and users will have to redact the file accordingly to be able to add or insert new slides)
4. Add terms to your “Ignore list” (Selected terms that should always be kept and not flagged as sensitive information) and “Block list” (Selected terms to always be identified as sensitive information and redacted automatically)

How to use the redaction tool when adding new files to the library or when adding new contributions

1. First upload your file. The scan will run, and you will receive a warning to let you know if your file contains any potential sensitive information. If, for example, your settings are set to “optional”, you can either choose to accept the content and move on to add labels to your file or see the scan results and redact your file before adding it to the library.

Optionally, add terms to your “ignore list” not to be redacted and flagged as sensitive data (you can choose to override any items already in the list)
Optionally, add terms to your “block list” to be automatically identified as sensitive data and redacted (you can choose to override any items already in the list)

4. Your file will be scanned for sensitive information, and you can now unselect any words that were found that you might want to keep visible

NOTE: Images cannot be scanned, you will have to redact those manually.

5. Click “Redact selected” to remove the selected sensitive information.

6. Next, you can download your redacted file
7. You also have the option to make any needed changes to the downloaded file and reupload it
8. You can now click “implement redaction” (either directly, without reuploading and just by using the previously redacted file or also after reuploading the slide with the manual changes)

9. You file has been redacted and you can continue to label your file to be added into your library.

How to redact files contributed by other users

1. When reviewing contributed slides, you can still view the scanning results and redact any information you need before approving the contribution.

That’s it! You can now have full control over what data can and cannot be shared outside your organization.

If you need additional help, don’t hesitate to reach out to the Customer Success Team at SlideHub.

Related articles: How to use the redaction tool

Updated on: 04/18/2023

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