My solution would be to photocopy or scan the original page and mark out the
SS# on the copy or printout. Use a thick marker as they do when releasing
FOIA documents. Then photocopy the page again so nothing shows through and
there is no marking ink to get on the other manuscript pages. Destroy your
intermediate copy by shredding if possible. This sort of redaction goes on
all the time when making copies of restricted documents. However,
apparently you don't want the number to be seen, not just not copied.
You could keep the original pages in a restricted file or in your control
folder for the collection, with an appropriate note.
The usual disclaimers.
Arel Lucas, C.A.
Archives/Special Collections Librarian
Embry-Riddle Aeronautical University
Prescott Campus
-----Original Message-----
From: Archives & Archivists [mailto:[log in to unmask]] On Behalf
Of LYNNETTE WESTERLUND
Sent: Tuesday, July 18, 2006 3:39 PM
To: [log in to unmask]
Subject: Covering up social security numbers in manuscript collections
I have a question about how to handle a manuscript collection that has the
social security number of an author on a number of documents. It is not a
restricted collection, but we are interested in covering or marking out the
social security number to protect the author for security reasons. We
don't, however, want to create preservation problems with the documents
through the use of ink or correction fluid or tape that will damage the
paper. What do you think is the least problematic method, from a
preservation prespective, to deal with this? Has anyone had to deal with a
similar situation? Thanks for your help!
Lynnette Westerlund
Children's Literature Research Collections
University of Minnesota
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