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CJIS-Security & Control

Public Records Requests: Redaction Workflows for CJI-Containing Records

19 October 2023By Bilal Ahmed
CJISPublic RecordsRedactionComplianceArchivesCJITransparencyPrivacy

Introduction

Public records requests are critical for transparency and accountability in government and law enforcement. However, when records contain Criminal Justice Information (CJI), agencies face the challenge of balancing public access with strict CJIS Security Policy compliance and privacy obligations. Effective redaction workflows ensure sensitive data is protected while fulfilling public records obligations. This blog explores strategies for implementing defensible and efficient redaction processes.

Why Redaction Matters

  • Compliance: Prevents unauthorized disclosure of sensitive CJI.
  • Privacy Protection: Safeguards PII/PHI of individuals not directly involved in investigations.
  • Legal Defensibility: Ensures records can be shared without risking violations of state/federal laws.
  • Public Trust: Balances transparency with responsible data handling.

Redaction Workflow Stages

1. Intake & Classification

  • Identify whether requested records contain CJI or other sensitive data.
  • Classify records by type (e.g., arrest reports, bodycam footage, surveillance logs).

2. Review & Identification

  • Apply automated tools to detect PII, PHI, and CJI within records.
  • Flag high-risk fields (names, addresses, biometrics, NCIC data).

3. Redaction Application

  • Structured Data: Mask fields within databases or reports.
  • Unstructured Data: Apply text, audio, or video redactions (blurring, muting).
  • Automation + Manual Review: Combine ML-based detection with human oversight to minimize false positives/negatives.

4. Quality Assurance

  • Verify that redactions are complete and irreversible.
  • Use hash validation to confirm integrity of the final record.

5. Release & Logging

  • Provide redacted versions to the requester.
  • Retain immutable audit logs of redaction steps for compliance and defensibility.

Best Practices

  1. Automate Where Possible: Use AI/ML-assisted detection to accelerate redaction.
  2. Maintain Chain of Custody: Log every step in the redaction process.
  3. Apply Tiered Reviews: Implement multiple review levels for high-risk records.
  4. Train Personnel: Ensure staff understand redaction policies and tools.
  5. Audit Regularly: Test workflows for effectiveness and compliance.

Challenges

  • Volume: High frequency of requests can overwhelm manual redaction processes.
  • Complexity: Video and audio redactions are resource-intensive.
  • Jurisdictional Variances: Public records laws differ across states.

Conclusion

Public records requests require agencies to strike a delicate balance between transparency and privacy. By implementing structured redaction workflows, combining automation with human oversight, and maintaining strong audit trails, agencies can responsibly release records while protecting CJI and complying with CJIS Security Policy.