FOIA redaction software: redact sensitive information in FOIA requests
The Freedom of Information Act (FOIA) is a cornerstone of government accountability in the United States, giving citizens the right to request federal records. But with this transparency comes the critical responsibility of protecting sensitive information within those records. From classified defense data to personal privacy details, federal agencies must carefully balance public disclosure with information security. Understanding how to properly handle these requests—including the essential process of document redaction—is crucial for maintaining both compliance and confidentiality.
To file a FOIA request, the requester first submits a formal demand, in writing, with a reasonable description of the records they are seeking. This demand does not need to follow any particular form, but must be sent directly to whatever agency holds the federal records. The receiving agency then reviews the request, verifying the records exist and considering the implications of their disclosure. Then, they either release the information or deny the request.
The law states that federal agencies have 20 working days to respond to all requests, and denials are only permitted if relevant exemptions apply. However, this deadline can be extended when large volumes of records are requested or when the request is sufficiently complicated and requires interdepartmental collaboration.
There is no standard fee for FOIA requests. But, fees may be charged in specific cases where requesters want to photocopy records.
Even if a FOIA request is granted, the records may still contain information that cannot be fully disclosed. In this case, the sensitive data is redacted before the documents are shared with the requester, ensuring that transparency obligations are met without compromising national security or individual privacy.
The nine exemptions for FOIA requests
While FOIA promotes accountability between the federal government and the public, agencies are permitted to withhold certain types of information in certain cases. The act outlines nine exemptions to disclosure requirements:
Classified national defense information
This information covers data that are critical to national security. Such data may include military operations and international relations.
Internal personnel practices
Employee-related matters, such as internal agency guidelines and protocols, fall under this category.
Information exempted by other statutes
Certain information is protected by additional laws that have the power to supersede FOIA. Requests cannot be granted if doing so would violate a critical law or regulation.
Confidential business information
Proprietary business information or intellectual property shared with the government must be protected, and therefore, the public cannot be granted access to these materials.
Interagency or intra-agency communications
Communications between government entities, especially those that are part of a decision-making process, are not available to the public and can be withheld.
Personal privacy
Personal details like Social Security numbers, medical records, or home addresses are exempt to prevent privacy violations.
Law enforcement information
Information that could interfere with law enforcement proceedings, such as documents that include sensitive information about an ongoing case, is exempt from FOIA requests.
Financial institution information
Data that relates to the regulation or supervision of financial institutions must remain confidential.
Geological information
This type of information pertains to data about oil wells and other geological resources.
In each case, any exempted information must be redacted before sharing or releasing the documents to the public.
Interested in learning more?
How to redact sensitive information in FOIA requests
The FOIA document redaction process involves some key steps to make sure sensitive information is properly hidden:
Identify sensitive information: It's important to understand what does and does not count as sensitive data. Misidentifying or overlooking this information could result in non-compliance, legal issues, or the disclosure of private information.
Choose a FOIA redaction tool: Some organizations depend on manual redaction methods, like blacking out pieces of text, but this approach is prone to errors and can take a significant amount of time to complete. An automated redaction tool, like Redactable, offers greater precision and efficiency.
Redact the exempted information: After selecting a redaction tool, remove or obscure any exempt text or images in a way that cannot be reversed. Automated tools like Redactable are particularly useful for processing large volumes of FOIA requests quickly and effectively.
Redactable’s AI redaction software for FOIA requests
Redactable’s AI-powered software offers a comprehensive solution for redacting any sensitive information in FOIA requests. The tool is designed with both compliance and security in mind, so it ensures that exempted data is identified and properly redacted.
Here are some of the main features and benefits of Redactable’s software:
Custom redaction codes: Easily mark redactions with custom exemption codes and labels to clearly identify what information has been removed and why.
Straightforward project naming: Organize documents into projects with names tied to each FOIA request, streamlining request management.
Upload multiple files at once: Get the redaction process started quickly with batch document uploading.
Lightning-fast information detection: Use categories (i.e., personal information, social security numbers, phone numbers) and keyword searches to quickly find exempted information and redact it.
Detailed record-keeping for enhanced compliance: Specific audit logs show exactly who made what changes and when those changes were made, providing a full history of document redaction.
Secure and complete redaction: Once a document is redacted, you can have confidence that all marked information has been completely removed. PDFs are also scrubbed to remove any and all hidden information or metadata.
Redactable’s FOIA redaction software is an ideal solution for government agencies, law firms, and organizations that need to process FOIA requests while ensuring compliance with federal law. Find out more about how Redactable can help you by booking a demo today.
Frequently asked questions
FOIA requests are formal demands on the part of citizens to obtain federal records. The law requires government agencies to comply with these demands unless an exemption applies. If the request is granted, agencies must still redact any exempt text or data from documents before releasing them.
Information that falls under FOIA’s nine exemptions should be redacted before sharing a document. This includes classified information, personal identifiers, trade secrets, law enforcement records, and other sensitive data.
Redactable ensures that all exempted data is automatically identified and securely redacted. The platform complies with FOIA’s exemptions and can process large volumes of requests quickly and efficiently.
Processing FOIA requests can be complex, especially when it comes to redacting sensitive information. Redactable is the best redaction software on the market. It greatly simplifies the process of protecting sensitive data and ensures compliance, accuracy, and efficiency.
