Goals

A Laserfiche document management system client, York County needed to find a redaction solution that could be tightly integrated with Laserfiche. York County uses Laserfiche WebLink™, a web-based document distribution tool that provides secure document accessibility. They sought a solution that would leverage the functionality of this tool by maintaining only one copy of the record with secure redaction zones protecting sensitive information in publicly facing records. York County needed to redact a variety of record types, including financing statements, wills, judgments and land records.

Solution

ID Shield for Laserfiche

Challenge

In December 2007, Virginia’s General Assembly passed legislation requiring all counties to redact Social Security numbers from online land records. This legislation affected all new recordings and land records dating back to 1935, and required counties to have a software solution in place and the documents redacted by July1, 2011.

Outcome

York County and its information technology partner, Unity Business Systems, were impressed with ID Shield’s integration with Laserfiche. ID Shield for Laserfiche allowed York County users to view and redact documents without leaving Laserfiche Client, and supported York County’s requirement to maintain one copy of the record. Users with full access could view the entire recorded document, with highlighted redaction zones. The public views designated records with non-removable redaction zones protecting Social Security numbers.

The knowledge and experience Extract has gained by redacting one billion document pages powers its National Rule Set, the industry’s most extensive and reliable set of business rules (such as search phrases, text patterns, key words), used to locate sensitive data within documents. Using the National Rule Set as the base, Extract worked with York County staff to quickly create a customized rule set. Extract Systems then tested York County’s unique rule set on thousands of York County records to ensure a high accuracy rate.

ID Shield for Laserfiche is redacting York County’s backfile of approximately 1.75 million records, and an average of 100 day-forward records. The software has discovered Social Security numbers in 18% of York County’s records, each of which are then verified by the County. The yellow highlights that ID Shield for Laserfiche places before and after a redaction zone point verifiers to sensitive information, helping them review records

Customer Profile

"Our installation went smoothly with all deadlines met. Extract’s support and technology staff were responsive, tailoring the application to our specific needs. We are confident that ID Shield for Laserfiche is protecting our citizens’ private information. And it has eliminated the need for 82% of our public records to be reviewed manually—a tremendous savings."
Adam A. Frisch
Chief, Computer Support Services
York County, VA