Setting Up for Redaction

Redax Workspace | Redax | Evaluating Your Document

Introduction

Although you can use Redax out-of-the-box, it’s best to customize it for your environment and the particular project you are working on. This chapter tells you how to:

Set preferences for how you want Redax to work
Create redaction list files to be used for automating text markup
New in 5.0! Use a pre-defined pattern file to mark all occurrences of text matching one of a pre-defined set of patterns
New in 5.0! Use any regular expression to mark occurrences of text matching your preferred regular expression
Create or edit existing exemption code palettes

Setting Redax Preferences

You can set Redax preferences for:

Redax boxes
Redactions
Processing options

Defining Redax Box Preferences

Redax provides two special types of annotations for marking up information to be redacted:

Redax box — Marks specific pieces of information for redaction, such as an image, part of an image, or a segment of text, as shown in the figure below:

Find Using List Editor

Full-Page tag — Marks an entire page for redaction, as shown in the figure below:

Sample Full-Page Tag

Redax box preferences define default properties of Redax boxes and Full-Page tags. The following instructions explain how to define Redax box preferences for:

All Redax boxes and Full-Page tags you create from now on in any documents that are open, as well as documents that you open in the future
All existing Redax boxes and Full-Page tags in the current, or active document, plus all Redax boxes and Full-Page tags you create from now on

Note: You can always change the properties of an individual Redax box or Full-Page tag. See Changing Redax Box Properties for information.

To define Redax box preferences

If you want to apply the preferences to existing Redax boxes and Full-Page tags in a particular document, open it and make sure it is the current, or active, document.

Select Redax > Redax Preferences > Redax Box Preferences

The Redax Box Preferences dialog box appears.

Redax Preferences Dialog Box, Redax Box Tab

Change the Redax box properties as desired. The following table describes the properties in detail:

Property	Description
Author	The name of the author to be associated with Redax boxes and Full-Page tags.
Category	A redaction classification to be associated with Redax boxes and Full-Page tags. For example, you might have one category of markup to be used when redacting for local law enforcement agencies and another category to be used when redacting for the general public.
Exemption	A default exemption code assigned to Full-Page tags and to Redax boxes that are manually drawn or applied to any of the following: all bracketed text, all text areas, all image areas, and all path areas. Leave this field blank if you do not want to use a default exemption code. Note: The exemption code is the only property that will be visible in the final redacted document.
Note	A note to be associated with Redax boxes and Full-Page tags. This is useful in workgroup environments.
Box Color	The border color of Redax boxes. If more than one person is working on the document, using different box colors is a useful way to keep track of each individual’s markup. To select another color, click in the colored box. In the Color selector that appears, select a color and then click OK. Note: This option applies to Redax boxes only; it does not apply to Full-Page tags.

To apply the properties to all Redax boxes and Full-Page tags you create from now on—in any documents that are open, as well as documents that you open in the future—click OK. Your preferences are saved, and the Redax Box Preferences dialog box closes. The properties you defined will be used until you change them.

To apply the properties to all existing Redax boxes and Full-Page tags in the current, or active, document, plus all Redax boxes and Full-Page tags you create from now on, do the following:

1.	Click Apply Changes to Current Document. The Change All Redax Boxes dialog box appears:
2.	Check the properties you want to apply to all applicable Redax markup in the current document. Important! If Exemption is checked, all existing exemption codes in Redax boxes will be replaced with the default exemption code. You should only check Exemption if you wish to have all Redax boxes use the same exemption code.
3.	Click OK.
4.	Click OK again. Your preferences are saved, and the Redax Box Preferences dialog box closes. The properties you defined will be applied to all Redax boxes and Full-Page tags you create from now on, until you change them again.

Defining Redaction Preferences

Redaction preferences determine the appearance of redacted areas in a document. When you define redaction preferences, they are applied to all subsequent redactions, regardless of whether the document being redacted is currently open or closed.

To define redaction preferences:

Select Redax > Redax Preferences > Redaction Preferences

Note: It does not matter whether or not any documents are open.

The current redaction preferences are displayed as shown in the figure below.

Redaction Preferences dialog

Change the redaction preferences as desired. The following table describes the redaction preferences.

Note: Except Font Size, the preferences in this dialog do not apply to Full-Page tags.

Type	Preference	Description
Redaction Area	Fill Color	The interior color of redacted areas. To select another color, click in the Fill Color box. In the Color selector that appears, select a color and then click OK.
	Transparency	The degree of transparency of the fill color. To decrease transparency, move the slider left. To increase transparency, move the slider right. The minimum transparency level is 25% (mid-way between completely opaque and completely transparent), and the maximum transparency level is 100% (completely transparent).
	Frame Color	The border color of redacted areas. To select another color, click in the Frame Color box. In the Color selector that appears, select a color and then click OK.
	Transparency	The degree of transparency of the frame color. To decrease transparency, move the slider left. To increase transparency, move the slider right. The minimum transparency level is 25% (midway between completely opaque and completely transparent), and the maximum transparency level is 100% (completely transparent).
Exemption Code	Position	Exemption code is located at the top-left of the redacted area, centered in the redacted area, at the bottom-left of the redacted area, or at the bottom of the page. Note: On fully redacted pages, the exemption code is placed on the top-left of the page.
	Word Wrap Exemption Code	Select this option to word-wrap the exemption code string if it exceeds the width of the redacted area. Note: When this option is selected the position will default to top-left. On fully redacted pages, exemption codes strings that exceed the page margins wrap.
	Clip Exemption Code to Rectangle	Select this option to truncate the exemption code string if it exceeds the width of the redacted area.
	Entire Exemption Code on One Line	Select this option to place the entire exemption code string on one line, even if it exceeds the width of the redacted area. If you select this option and your exemption code is longer than the redacted area, your exemption code may overflow onto other areas on the page.
	Text Color	The color of the exemption code text in the redacted area. To select another color, click in the colored box. In the Color selector that appears, select a color and then click OK. Note: On Full-Page tags, the text color is black.
	Font Size	The size of the exemption code text in the redacted area. Note: This option applies to Full-Page tags, as well as redacted image and text areas.

When you are finished defining redaction preferences, click OK. Your preferences are saved, and the Redaction Preferences dialog box closes.

The redaction preferences you defined will be applied every time you redact a document until you change them again.

Defining Processing Option Preferences

Processing options let you customize the way Redax processes information during markup, redaction, and export (template creation) operations. When you define processing options, they are applied to all subsequent processes of the applicable types, regardless of whether the document being processed is currently open or closed.

To define processing option preferences:

Select Redax > Redax Preferences > Redax Options

Note: It does not matter whether or not any documents are open.

The current processing option preferences are displayed.

Redax Preferences Dialog Box, Options Tab

Change the processing option preferences as desired. The following table describes the processing option preferences:

Type	Preference	Description
Markup	Remove Brackets when Finding Bracketed Text	Check to remove brackets when redacting bracketed text. Clear the check mark to keep the brackets.
Redaction	Preserve Bookmarks	Check to keep all bookmarks from the original file following redaction. Clear the check mark to remove all bookmarks.
	Remove Redax Boxes after Redaction	Check to remove Redax boxes from the redacted file. Clear the check mark to preserve the Redax boxes. Note: This option is checked by default.
	Allow Redaction without Exemption	Check to allow redaction of information in Redax boxes that do not have any exemption codes. Clear the check mark to prevent redaction of information in Redax boxes that do not have any exemption codes. Note: This option is checked by default.
	Condense Fully Redacted Pages	Check to collapse consecutive, fully redacted pages into a single page. Clear the check mark to retain each fully redacted page as a separate page. Note: This option is checked by default.

When you are finished defining processing option preferences, click OK. Your preferences are saved, and the Redax Option Preferences dialog box closes.

The processing option preferences you defined will be applied every time you perform the applicable process, until you change them again.

Lists, Patterns and Regular Expressions

Redax 5 includes powerful tools to help locate and markup PDF content for redaction.

Lists allow users to create a set of specific words or phrases to be marked for redaction.
Patterns allow users to identify content for redaction in more general terms, such as "social security number" or "email address".
Regular Expressions allow users to develop customized patterns for locating content for redaction.

Advisory: The quality and internal structure of PDF files can vary greatly. Consequently, no warranty is offered with respect to the accuracy with which lists, patterns or regular expression lists used with Redax will locate and mark text. Text that breaks across a line may not be found, or additional text may be selected in such cases. Appligent Document Solutions always recommends a visual review of marked-up documents prior to redaction and release.

Redaction List Files

A redaction list file is a text file that lists words and phrases, grouped by exemption code or reason (if applicable), to be redacted from a document. The figure below shows a sample redaction list file, sample_find_list.txt, which is supplied with Redax.

Sample Redaction List File, SampList.txt

Applying the redaction list file to a document automates the text markup process. All of the words and phrases in the document matching the words and phrases in the list file are marked with a Redax box. Each Redax box is labeled with the specified exemption code, if any was set.

The following sections explain how to create a redaction list file and provide some tips to help you decide what words and phrases to include.

Creating a redaction list file

List files are plain text (.txt) files that you can create using any word-processor or text editor.

It is best to keep your list files saved in the same directory as the PDF documents for which they have been developed. This makes the files much easier to locate and use. Another option is to create a specific directory in which to save list files and provide specific file names to identify which documents they are to be used for.

To create a list file

1.	Select Redax > Find Using List.
2.	The Find Using List editor opens:
3.	Create an exemption definition by entering an exemption code or reason into the Exemption Code field. Click Add. The code will appear in the Exemption Code list. For example, you could use a FOIA (Freedom of Information Act) exemption code: Exemption (b)(6) Or you could make up your own exemption code, such as: Exemption CONFIDENTIAL Or you can create an exemption code with no name by placing your cursor in the Exemption Code field without typing anything and clicking Add. The text ~~No Exemption~~ will appear in the Exemption Code list. Confidential is added to the exemption list area of the Find Using List editor as shown below.
4.	If the Add button under the exemption code list is not displayed, click anywhere in the white space of the exemptions list to display it. Once an exemption code has been added to the exemption list you can modify it by selecting the exemption code. When the exemption code is selected, the buttons change allowing you to modify the code. — To delete an exemption code, select the code in the list. Click Delete. The code will become grayed out and indicate that it is deleted and it will not appear in the list next time the dialog box is opened. — To rename an exemption code, select the code in the list and type the new name or correction into the field under the list. Click Rename. The code will appear with the new name in the list. — To disable and enable an exemption code, select the code in the list. Click Disable. The code will be appended with “~~inactive” to indicate that it is disabled. Note: If you use Export File with disabled exemption codes, they will not be saved in that version of the list file. Exemption codes can only be saved when you Export the file if they are enabled. When you need to use that code again, select the code and click Enable. The code is now effective in the list. Important! If you choose to have exemptions without reasons or codes in the list file, make sure to set your preferences to Allow Redaction Without Exemption before applying the list file to a document. Defining Processing Option Preferences explains how.
5.	Create a list of Words or Phrases for exemption codes you have defined by adding them into the Words or Phrases list. To add words or phrases, select an exemption code on the exemptions list. Add all of the words and phrases—one word or phrase at a time—for that exemption code. Click Add Item after each word or phrase. The entries will appear in the Word or Phrase list when the exemption code they correspond to is selected as shown in the figure below. Note: You cannot specify images for redaction in a redaction list file. — To delete a word or phrase, select the word and click Delete Item. — To rename a word select the word, type the new word or change into the field below the word or phrase list. Click Revise Item. — To disable and enable words or phrases select the words or phrases that are not used for a particular document, but may be used in other documents. Click Disable Item. The word will be appended with “--inactive” to indicate that it is disabled. When you need to use the item later, select the word or phrase. Click Enable Item. It is now effective in that list file.
6.	Repeat steps 3–5 until you are finished. You can specify an unlimited number of exemption lists (exemption codes associated with words and phrases) in one list file. To begin a new set of exemptions and words, click the Clear button to clear out both the exemption codes and words and phrases lists. If you select Clear by mistake, hit the Cancel button. When you re-open the Find Using List dialog, the exemption codes and words/phrases will reappear.
7.	Click Done to save the current list items to be used with Find Using List. The editor window will close. Tip: Instead of creating a new file, click Import File to import the sample_find_list.txt file. Then click Export File to save it under a new name. Edit the entries to create your new list file. Click Export File again to save the file again after editing. sample_find_list.txt is located in the samples subdirectory where you installed Redax. In Windows, the default location for the sample files is C:\Appligent\Redax\samples.

Importing list files

Click the Clear button if there are any entries in the exemption codes or words and phrases lists. Importing a file without clearing will add the list file entries to the current list displayed.
Click Import File to open an existing list file (see Creating a redaction list file). A file browser window will open. Locate and choose the list file ("filename.txt").
Click OK.

Exporting list files

Click Export File to create a new list file for future use. A file browser window will open.
Choose the directory location and give the list file a new name ("newname.txt") and click Save. You can also modify list files by importing them, making changes, then exporting the file, overwriting the list file that is currently saved.

Redaction list file tips

Case. Words are highlighted without regard to case if you do not check the box next to Case-sensitive. For example, if the word "govern" is in your redaction list and the Case-sensitive box is not checked, the words "govern", "Govern" and "GOVERN" will all be highlighted. If Case-sensitive is checked, only words that are exactly as you have entered them in the words and phrases list will be highlighted.
Embedded words. Words in the redaction list will be highlighted in the document even if they are embedded in other words. For example, if the word "govern" is in your redaction list, it will be highlighted even if it is part of the word government or governor.
Misspelled words. Misspelled words in the document will not be marked for redaction unless you add possible misspellings to your redaction list.

Using a Pattern To Mark Text

There are many built in patterns that allow you to quickly search through a PDF file to find dates, social security numbers, email addresses, etc.
To select a Pattern for Redax to search on, click on the Pattern name under Inactive Pattern Groups > click on the right arrow. The Pattern will appear under Active Pattern Groups. Redax will search for all Patterns in the Active Pattern Group in the open, active document.

Available patterns (this list is provided below)

The example below is searching in a PDF file for the Date:

Marked text area from Find Using Pattern run

Available patterns

The patterns provided with Redax include:

Credit Card
Date
Date numeric period-separated (12.08.2010)
Date numeric space-separated (12 08 2010)
Email
Postal Code Australia
Postal Code Brazil
Postal Code Canada
Postal Code Denmark
Postal Code France
Postal Code Germany
Postal Code India
Postal Code Netherlands
Postal Code Russia
Postal Code Spain
Postal Code USA
Postal Code United Kingdom
Social Security Number
Telephone # Australia
Telephone # NA – 7 digit (555-1212)
Telephone # North America (888) 555-1212
Telephone# United Kingdom
URL

Using a Regular Expression to Mark Text

The "Find Regular Expressions" dialog works in same manner as the "Find Using List" Dialog, but in addition to adding specific words to an exemption code, a regular expression may be used. Additional information about regular expressions can be found in Appendix A: Regular Expressions .

As in the Find Using List, after you click the Find button, Redax draws a Redax box around all text matched by the regular expression. Each box contains the corresponding exemption code. If a regular expression matches part of a word, the whole word will be covered by the Redax box.

An example regular expression search:

1.	Open the Redax sample document sample_base.pdf (located in the c:\Appligent\Redax\Samples directory)
2.	Open the Redax > Find Regular Expressions dialog.
3.	Import the sample file sample_regex_list.txt. You should see the exemption, Year, listed in the exemption window on the left with two lines in the right-hand window: See Appendix A: Regular Expressions for an introduction to the concept and references to additional resources.
4.	Click the Find button. Redax will go through and mark all 4-digit numbers between 1900 and 2049, with the exemption code of Year. A segment of the output for this example is displayed in the figure below:

Creating and Customizing Exemption Code Palettes

An exemption code is a word or a group of characters that indicates the reason for redacting a specific piece of information. An exemption code palette contains a set of related exemption codes. Using exemption code palettes, you can quickly apply one or more exemption codes to a Redax box or Full-Page tag.

Two exemption code palettes are supplied with Redax: the FOIA (Freedom of Information Act) palette and the Privacy Act palette. The exemption codes on these palettes are described in Exemption Code Palettes.

If the default palettes do not meet your needs, you can customize them, create new ones, or import existing palettes from previous versions of Redax. You can also customize or delete the exemption codes or reasons on a palette. And, if you no longer need a palette, you can delete it.

Creating a new palette

You can create as many palettes as you need, each with its own unique set of exemption codes or reasons. To add a new palette:

1.	Select Redax > Edit Palettes. The Palette Editor opens as shown below.
2.	If the Add Palette button is not displayed, click anywhere in the white space below the list of palettes to display it. In the text box just above the Add Palette button, enter a name for the new palette, and then click Add Palette. The name is added to the palette list and is highlighted so that you can continue to work with it. In addition, the Add Palette button becomes a Rename Palette button, and other buttons become active so that you can work with the palette.
3.	Enter an exemption code or other reason for exemption in the text box above the Add Reason button, and then click Add Reason. The reason can be a word, phrase, or established exemption code. Examples: Private Out of Scope Your entry is added to the Exemption Reasons / Codes list.
4.	Repeat the previous step until you are finished adding exemption codes.
5.	Click OK. The Palette Editor closes, and the new palette is available for use. Tip: If you have other tasks to perform in the Palette Editor, you can wait until you finish all of them to click the OK button. When you click OK, all of your Palette Editor changes are saved.

Importing and exporting palettes

If you have customized palettes from a previous version of Redax, you can save time by importing rather than re-creating them. You can also export your customized palettes to share with others.

To import a palette

1.	Select Redax > Edit Palettes.
2.	Click the Import File button. The Palettes File dialog box opens.
3.	Browse to where you stored your custom palette on your computer, select the file and click Open.
4.	Click OK. The Palette Editor closes and the imported palettes are available for use. Tip: If you have other tasks to perform in the Palette Editor, you can wait until you finish all of them to click the OK button. When you click OK, all of your Palette Editor changes are saved.

To export a palette

1.	Select Redax > Edit Palettes.
2.	Click the Export File button.
3.	The Palettes File dialog box opens with the default name of myPalettes.txt in the file name field. Save the file in a directory so you can access it later. All Palettes in the list are saved in the new myPalettes.txt file. Note: If you delete a palette in this dialog, it will not be saved when you export and you will need to re-add the palette along with the exemption codes.
4.	Click OK. The Palette Editor closes. Tip: If you have other tasks to perform in the Palette Editor, you can wait until you finish all of them to click the OK button. When you click OK, all of your Palette Editor changes are saved

Customizing or deleting a palette

You can add reasons or exemption codes to an existing palette, or rename, show, hide or delete the palette.To customize or delete an existing palette, follow these steps:

1.	Select Redax > Edit Palettes. The Palette Editor opens.
2.	In the Palette list, select the palette you want to customize or delete. The palette name is highlighted and displayed in the text box above the Rename Palette button as displayed in the figure below:
3.	Do one or more of the following: — To add a reason or exemption code to the palette, enter it in the text box above the Add Reason button, and then click Add Reason. The reason can be a word, phrase, or established exemption code. Examples: Confidential Top Secret (k)(6) — To rename the palette, click on the name under Palette. The name will appear in the text box above "Rename Palette". Type the new name in the text box above the Rename Palette and then click Rename Palette button. — To hide the palette, click on the name under Palette and then click Hide Palette. The palette name is appended with ~hidden. Note that if the Hide Palette button appears to be dimmed, the palette is already hidden. — To show the palette, click on the name under Palette and then click Show Palette. Note that if the Show Palette button appears to be dimmed, the palette is already displayed. — To delete the palette, click on the name under Palette and then click Delete Palette. Note that if you decide you do not want to delete the palette, click on the Cancel button and re-open the Palette Editor.
4.	When you are finished, click OK. Your changes are saved and the Palette Editor closes. Tip: If you have other tasks to perform in the Palette Editor, you can wait until you finish all of them to click the OK button. When you click OK, all of your Palette Editor changes are saved

Customizing or deleting a reason or exemption code

You can rename, show, hide or delete an existing reason or exemption code on a palette. To customize or delete a reason or exemption code:

1.	Select Redax > Edit Palettes. The Palette Editor opens.
2.	In the Palette list, select the palette you want to work with. The palette name is highlighted and displayed in the text box above the Rename Palette button.
3.	In the Exemption Reasons / Codes list, select the reason or code you want to customize or delete. The reason/code is highlighted and displayed in the text box above the Add Reason button.
4.	Do one or more of the following: — To rename the reason or code, type a new name in the text box above the Revise Reason button and then click Revise Reason. — To hide the reason or code, select the reason/code under Exemption Reasons/Codes and click Hide Reason. Note: If the Hide Reason button appears to be dimmed, the reason/code is already hidden. — To show the reason or code, select the reason/code under Exemption Reasons/Codes and click Show Reason. Note: If the Show Reason button appears to be dimmed, the reason/code is already displayed. — To delete the reason or code, select the reason/code under Exemption Reasons/Codes and click Delete Reason.
5.	When you are finished, click OK. Your changes are saved and the Palette Editor closes. Tip: If you have other tasks to perform in the Palette Editor, you can wait until you finish all of them to click the OK button. When you click OK, all of your Palette Editor changes are saved.

Creating Redaction Categories

Categories are classifications that can be defined to selectively redact text and images based upon the intended recipient of the redacted documents. For example, you might have one category of markup to be used when redacting for discovery documents in a legal case and another category to be used when redacting documents for the general public.

Categories are defined in the Redax box properties as shown in the figure below.

Redax Box Properties Category Field

To define a category:

1.	Always begin by saving a copy of your document as a “working document.”
2.	Create your markup using any of the methods described in Markup Methods.
3.	Categories are defined in the Redax Box Properties of a Redax box. Open the Redax Box Properties by double-clicking on a Redax box in the document. The Redax Properties Box will open as shown in the figure above.
4.	Enter a category definition in the Category Field. You can assign one category to each Redax box.
5.	Click OK. Once you add the first category, it will now appear on a list which is available any time you open a Redax Properties Box in this document.

Adding more than one category

As you add different categories to the Redax Properties Box within a document, the Category field will display a list of categories that are available within the document you have open, as shown in the figure below. The number in parentheses indicates the current number of occurrences of each Redax box assigned to that category in the document.

Category List in the Redax Box Properties

You can chose from the list of categories by clicking on the arrow at the right side of the Category field and moving your cursor to the category you want. The one you choose will appear in the field.

You can apply different categories to different Redax boxes within a document. Each Redax box can only have one category assigned to it.
When you have completed setting the category for the Redax box, click OK to save your changes.

Now that you have set categories for specific Redax boxes, you will be able to create different redacted versions of the same original document depending upon the purpose of the final redacted document.