To find out how to set up the anonymization functions, go to: beheerpagina anonimiseren van documenten
¶ 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 to anonymize documents
On this page you will find information about using the functionality. If there are functional differences between the connected applications (Datamask, BM Anonymize or Octobox), this is also mentioned here.
A valid license is required to be able to send documents from JOIN Case & Document for anonymization. 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 General Data Protection Regulation (GDPR), which has now become established in Europe. The aim of the resulting legislation is to protect the data of citizens. Because, in addition to this legislation, more and more information is becoming publicly available, it is of great importance that this data does not become publicly available. In order to make important information available as well as to 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 safely 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 can be anonymized from JOIN Case & Document in a safe, reliable and fast manner. For example, you can use the functionality 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 the anonymization. This means you have full control over your documents.
¶ Which applications can be connected to
From version 2021.12 (JOIN Case & Document) integrations are possible with the following suppliers:
From version 2022.2 (February 2022) the link has been extended to:
From version 2024.8, this supplier can also be used:
¶ How does it work?
¶ Send anonymization request
Your administrator has set per collection whether documents from this collection (for example "business", "meetings" or "documents") may be anonymized in the connected application. In addition, you need the user right to be allowed to anonymize. If this is not set up correctly, please contact your functional manager.
You can anonymize from the collection as well as 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 the “Anonymize” function, a pop-up window opens where you can perform the following actions:
-you select the files that you want to (have) anonymised. 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 one 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 must change the number of files.
- you add another comment if desired and then press the button “confirm”
¶ Transaction screen
Once you have sent the anonymization request, you can track the status of the transaction through the transaction screen. From this point, the files are presented by the Anonymization Service to the affiliated application. If this connected application has an editor where you can check and further adjust the documents, you can go directly to this editor from the transaction screen. The example below shows the Datamask editor.
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 the 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 they are added as an extra 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 with the document registration.