Advanced redaction techniques

Beyond the basics

This guide assumes you have read Redaction workspace basics and are comfortable creating sessions, drawing redaction boxes, and exporting files. Here we cover the features that help when workloads grow or when you need tighter control over the process.

AI-powered PII detection

When your organisation's subscription includes AI-assisted detection and an admin has enabled it in Settings > Advanced, you can toggle AI-powered detection on a per-session basis.

1. Open a session and look for the AI-powered detection toggle. When enabled, Ghost runs documents through a cloud detection pipeline and overlays suggested redaction boxes on each page.
2. Review every suggestion. AI detection is a starting point, not a final answer. Accept, adjust, or remove each box based on your judgement and the context of the document.
3. Use Rescan on individual documents or Rescan all to re-run detection. Rescanning preserves your manual markings and merges them with updated cloud results.
4. Continue with manual redaction for anything the detection missed. Some content (for example handwritten notes or unusual layouts) may not be picked up automatically.

The details of how detection works and where document data flows are described in the Privacy Policy under document processing. If your organisation has specific DPIA requirements around automated processing, complete your assessment before enabling detection.

Batch processing

Some subscriptions allow you to upload and process multiple files in a single session. This is useful when you are preparing a privacy request response pack with dozens of documents that all need redaction.

• Upload all files to one session (or use the batch upload control if available).
• If AI detection is enabled, toggle it on and Ghost processes each file through the cloud pipeline, returning suggestions for all of them.
• Review page by page. Use the page navigator to move through the batch efficiently.
• Export the entire session when you are satisfied. The output contains redacted versions of every file in the batch.

Very large bundles are easier to manage if you split them across folders (one folder per privacy request case or matter, for example) rather than putting everything in a single session.

Folders and organisation

The redaction sidebar includes a folder tree where you can create, rename, and delete folders. Use folders to group sessions by matter, case, team, or any other category that makes sense for your workflow.

1. Create a folder from the sidebar using the folder controls.
2. Move sessions into the folder or create new sessions directly inside it.
3. Use the Documents page to filter sessions by folder, status, reviewed state, or search term.

Session statuses and filters

Every session has a status that helps you track where it is in your workflow:

• Processing: the file is being analysed (usually after upload or detection).
• In progress: the session is open for manual review and redaction.
• Exported: a redacted file has been generated.
• Needs re-review: the session was flagged for a second pass (for example after a QC check).

The Documents page lets you filter by any of these statuses, plus a reviewed flag, so you can build a review queue for your team.

Download restrictions and collaboration

In Settings > Advanced, admins can enable Restrict downloads to session creator. When active, only the person who created a session can export the redacted file. This prevents accidental disclosure when multiple team members work on the same matter.

The redaction workspace also supports collaboration: org members can be associated with sessions so you can share work across the team while still controlling who downloads the final output.

Linking sessions to privacy request cases

If your workflow connects redaction directly to privacy request responses, you can associate a session with a privacy request case directly from the Documents page.

1. Open the action menu on any session row and choose Link to case. (The option only appears when the active matter has at least one open privacy request case and the session is not already linked.)
2. A dialog opens with a dropdown of active cases in the current matter. Select the case and confirm.
3. Once linked, the session row shows which case it belongs to. To remove the link, open the same action menu and choose Unlink from case.

Linking is useful during audits and when generating compliance packs, because it creates a traceable connection between the redacted documents and the privacy request they were prepared for.

Tips

• Enable AI detection for high-volume work but always allocate time for manual review. Detection catches common PII patterns; human reviewers catch context-dependent sensitivities.
• Use the needs re-review status for a two-pass workflow: one person redacts, another reviews and clears the flag before export.
• Keep folder names consistent with your matter or case naming convention so sessions are easy to find months later.
• Check the pricing page for details on which plans include batch processing, AI detection, and advanced export options.

For the introductory walkthrough, start with Redaction workspace basics.