LYNNETTE WESTERLUND <[log in to unmask]> wrote: 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?If the social security numbers appear on a relatively small number of pages, you might consider replacing the original pages with surrogates with the SS numbers whited or blacked out, and removing the original pages to a different box to which readers do not have access.

If you have access to a scanner, the easiest way to create a surrogate is to scan the original page, use an image editing program to obscure the SS numbers, and to print out the altered scan to the same dimensions as the original.

If you do not have access to a scanner, the easiest way to create a surrogate is: (1) photocopy the original, (2) white or black out the SS number(s) on the photocopy, (3) make a second photocopy of the redacted first photocopy, and (4) dispose of the first photocopy. (Using the second photocopy as the surrogate avoids preservation issues such as bleed-through and prevents overly zealous researchers from scratching off correction fluid.) You can also photocopy the original using strips of paper to obscure the SS number(s). This cuts the number of photocopies to one, thus entailing fewer steps, but may require a lot of standing over the photocopier and fiddling, to ensure that the paper strips obscure only the SS numbers and not any of the surrounding text.

Whatever method you use, however, make certain that the surrogate is on acid-free paper (to minimize preservation issues) and clearly note on the surrogate that it is a redaction of the original for privacy/security reasons, and what has been redacted (e.g., "This is a redacted copy of the original page, with social security numbers obscured to protect the privacy/security of the individuals mentioned.").

 

--
Michael Palmer, MLIS
Claremont, California
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