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The National Archives logo

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Redactions from a piece
partial closure of 
a piece

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When redacting information from an original 
document, 
take the following steps

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Remove the original document 
containing 
sensitive information from the piece.

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Insert a temporary place holder 
to mark 
the position of the removed document.

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Photocopy the original document - this is 
your first photocopy.

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You can now redact the first photocopy

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by blacking out or blanking out the sensitive 
wording on this photocopy.

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Re-photocopy the first photocopy you have 
just blanked out.

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This is done to safeguard against the possibility 
 of 
the sensitive information remaining 
decipherable,

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as sometimes blanked-out words can still 
be read 
if held against the light.

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It is this second photocopy that is the redacted 
copy 
that will be used as a replacement 
in the file.

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Stamp the redacted replacement – your second 
photocopy 
– with an appropriate stamp.

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The stamp shows whether the information is 
closed under 
a Freedom of Information, or 
FOI, exemption

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or whether it is retained under section 3(4) 

of the Public Records Act 1958.

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Place the redacted copy back at the position 
marked by the place holder

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and remove the temporary place holder from 
the piece.

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Place the original document in a new 4-flap 
folder.

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Prepare the folder following the process 
described in the video 'Preparing extracted 
records for transfer'.

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Carefully safeguard the original documents.

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They will either remain with the transferring 
department 
or be sent to The National Archives 
as closed items.

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Either shred your first photocopy or 
place 
it alongside the original document in the 
4-flap folder.

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If you have more than one page to redact 
within the same piece

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put all of the original documents in the 
same 4-flap folder