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.
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.
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
Select Redax > Find Using List.
The Find Using List editor opens:
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:
Or you could make up your own exemption code, such as:
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.
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.
- 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.
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.
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.
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 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.
- 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.