What Is Redaction — And Why Your School Needs It for Compliance
This article covers the locations of: Malaysia, Vietnam, Singapore, Indonesia, Thailand, UK and the EU/EEA.
As a school, you handle sensitive personal information every day — from student records and safeguarding notes to staff HR files. But what happens when someone requests access to their data? Or when you need to share information without breaching privacy laws? That’s where redaction comes in.
What Is Redaction?
“Redaction is the process of concealing information while leaving intact the rest of the document or record containing it,” (Ireland DPC).
Think of it like this: you photocopy a student’s behaviour report to share with their parent — but it also mentions other pupils. Redaction means blacking out or deleting those names before handing it over.
Why It Matters in Schools
No matter what area of the world you are in, individuals (parents, students, staff) have the right to request access to their personal data through a Subject Access Request (SAR).
But here's the catch:
Schools must provide only the requester's data — not data about other students, staff, or third parties.
Failing to properly redact can lead to:
Breaches of privacy
Complaints to the Data Protection Authority
Potential fines or reputational harm
Common School Scenarios That Require Redaction
Subject Access Requests from Parents or Pupils
A parent asks for their child’s school file.
You must remove any names or personal comments such as other students, staff, or siblings.
Safeguarding Records
Sensitive information must be carefully redacted before sharing with external agencies or parents.
Freedom of Information Requests (FOIs)
If your school receives an FOI, redaction may be needed to protect personal data before releasing internal documents.
Staff Files and HR Documents
When sharing appraisal records or investigation outcomes, redact any references to other staff members or students.
How to Redact Properly
Redaction is not just highlighting or deleting text — that can still be recovered in digital files. You need to:
Use secure redaction tools (PDF redaction, data protection software)
Double-check the document before sending
Save a redacted version as a new file — never overwrite the original
Keep a record of what was redacted and why
Best Practices for Schools
Train staff on recognising personal data and redaction risks
Use a SAR response template with clear redaction steps
Check policies: Include redaction in your school’s data protection and SAR policies
Ask for help: For complex cases (e.g. safeguarding), seek advice from your DPO or GDPR consultant
Final Thought
Redaction might sound like a technical task — but it’s really about doing the right thing to protect your school community. When done well, it shows you take data privacy seriously and gives parents, pupils, and staff the confidence that their personal information is handled with care.
Further Reading:
Consultation on the EO’s rules on the redaction of documents (link)
