To learn how to set up anonymization features, go to: document anonymization management page
¶ Introduction
From version 2021.12 of JOIN Case & Document, the application has the functionality to send documents to an application for anonymizing documents. The reason for anonymizing documents
On this page you will find information about the use of the functionality. If there are functional differences between the connected applications (Datamask, BM Anonymize or Octobox), this is also mentioned here.
To be able to send documents from JOIN Case & Document to anonymize, a valid license is required. If your organization does not yet have this license, you can ask your administrator to contact Decos.
¶ Why anonymize
An important reason to anonymize documents is the GDPR (General Data Protection Regulation) which is now established in Europe. The purpose of the resulting legislation is to protect citizens’ data. Because more and more information is becoming publicly available in addition to this legislation, it is very important that this data is not made publicly available. In order to both make important information available and apply data minimization, the anonymization of documents has become an important function for many organizations.
This can be a time-consuming and risky action. Various suppliers therefore offer smart solutions to anonymize documents securely and efficiently. In order to achieve a watertight, safe and efficient anonymization process, Decos has developed a link in collaboration with various suppliers. This link ensures that documents from JOIN Case & Document can be anonymized in a safe, reliable and fast way. For example, the functionality allows you to send multiple documents (or, for example, meeting bundles and cases) to the anonymization application and these documents are immediately written back to JOIN Case & Document after completion of anonymization. This allows you to keep a full grip on your documents.
¶ Which applications can be connected to
From version 2021.12 (JOIN Case & Document) integrations are possible with the following suppliers:
Starting with version 2022.2 (February 2022), the link will be extended to:
¶ How does it work?
¶ Send anonymization request
Your administrator has set per collection whether documents from this collection (e.g. “business”, “meetings”’ or ''documents") may be anonymized in the connected application. In addition, you need the user right to anonymize. If this is not set up correctly, please contact your functional administrator.
You can anonymize both from the collection and from the work stock:
Work stock
Registrations
Please note that the registration contains files, otherwise it is not (yet) possible to anonymize the documents.
When you have clicked on the “Anonymize” function, a pop-up window will open where you can perform the following actions:
- You select the files you want to anonymize. If you work from a file or case, you can select files from multiple documents in 1 bulk action. If you are working from a document, you can only select the files from this single document. The same also applies when you anonymize from the work stock.
Datamask has a maximum of 20 files that you can submit per anonymization request. If you select more than 20 files, an error message will be displayed and you will have to change the number of files.
- You add another comment if you wish, then press the “Confirm” button
¶ Transaction screen
Once you have sent the anonymization request, you can track the status of the transaction through the transaction screen, and at this moment the files are offered by the Anonymization Service to the connected application. When this connected application has an editor where you can check and further customize the documents, you can go directly to this editor from the transaction screen. In the example below, the Datamask editor is shown.
click on the i-button to open the transaction screen
In the transaction screen you can see the status of the transaction and you can go directly to the editor
Example of the Datamask editor
¶ After anonymization
As soon as the anonymization has been completed, the anonymized documents are written back to JOIN Case & Document. Depending on the settings and the connected application, the original files are replaced by the anonymized ones or are placed as an additional file. You can recognize the anonymized version by the “glasses” in the icon.
In addition to the files, Datamask also sends an anonymization report that is stored as a separate file during document registration.