If your medical or legal office often deals with sensitive information, then you probably already know how important it is to carefully redact client documents.
Vital information, including social security numbers, financial account numbers, and home addresses, need to be redacted, meaning censored or obscured, to legally protect your clients. Failing to properly redact sensitive information can lead to fees, legal complications, and ultimately, a loss of clients and revenue.
Unfortunately, redacting takes time. Manually redacting personally identifiable information (PII) and sensitive data can take hours.
Each piece of sensitive information must be blocked out and hidden, and it is easy to miss something when you’re in a hurry.
However, new AI technology allows us to fully automate the redaction process. With the Redact App in the Xerox Workflow Central Platform, you and your team can save hours of time by automatically redacting digital documents.
As a Xerox Diamond Authorized Solution Partner, STPT has extensive brand expertise, and we want to use our knowledge to help you automate your workflows and reach peak efficiency.
In this article, our STPT Xerox application expert will explain:
• Xerox App Gallery
• Xerox Workflow Central
• Subscription costs for Workflow Central
• Redact App Uses and Benefits
What Is Xerox App Gallery?
Let’s start from the top: the Xerox App Gallery is where you find the Xerox Workflow Central platform and other Xerox printer apps.
Like the app store on your iPhone, the Xerox App Gallery is a collection of downloadable applications that make your Xerox ConnectKey enabled device or multifunction Xerox printer easier to use and more efficient.
Some of the best apps for productivity can be found in the Xerox App Gallery, including the Xerox Note Converter app and the Xerox Translate and Print app.The Xerox App Gallery is your team’s gateway to workflow automation with Xerox Workflow Central.
Maximizing Productivity with Xerox Workflow Central
Xerox Workflow Central is a subscription-based ($9.99/month) platform that allows you to automatically convert documents, photos, and images into other formats. Workflow Central offers 24/7 cloud connectivity for users, so you can transform your documents at any time and from any device in your home, office, or on the go.
Xerox Workflow Central is accessible from a Xerox multifunction printer, mobile phone, or your computer, and you can use the apps on Workflow Central to translate documents into other languages, digitize handwritten notes, or even transform documents into audio files.
One of the best printer apps for maintaining good workflows, Xerox Workflow Central hosts a variety of organized apps that are designed to enhance productivity by saving your team time.
The workflow apps on the Workflow Central Platform can make communication and document organization more efficient for everyone in your office because they automate inefficient workflows.
Productivity Apps and Printer Apps on Xerox Workflow Central
Xerox Workflow Central contains several productivity apps that come with many features:
• An automatic language converter
• An app that transcribes handwritten notes to digital text
• Applications that make text documents into audio files
• An automatic text redactor
• An automatic document format converter
• An app that summarizes long documents
It is important to note that you must subscribe to use Workflow Central before installing it on your devices. To use Xerox Workflow Central and access the Redact app, you will need to pay for a monthly or annual subscription, which starts at $9.99/month.
If you would prefer to use the Xerox Redaction software on its own without a Workflow Central subscription, you can try the Xerox Auto-Redaction App, which can be downloaded in the Xerox App Gallery.
What Is the Redact App & How Does It Work?
The Redact app is an app included in Xerox’s Workflow Central platform that automatically redacts personally identifiable information (PII) using set words or phrases.
It’s a powerful tool because it helps users meet regulatory compliance requirements by quickly and easily hiding sensitive information, ultimately saving time and money.
You simply scan hardcopy documents on your Xerox multifunction printer or upload digital files to your device using the “browse” button.
From the tablet-like ConnectKey user interface, select the Xerox Workflow Central icon, then select the green Redact workflow app icon.
Choose your settings by selecting whichever sensitive data points you desire to redact, like social security numbers, addresses, etc., then press submit. The Redact app will hide sensitive information automatically, and at rapid speed.
The Redact app utilizes Xerox encryption and security protocols to keep your information safe while also automating your workflow and saving time.
Let’s say you assign three of your staff members to redact PII from 300 documents before a big conference.
Redacting manually, each of your three staff members would need to spend weeks removing information from each document by hand. Then each redacted document would need to be rescanned and copied to save and secure the information again.
The entire process would dominate large portions of your staff members’ time for weeks—which affects how much they can accomplish and takes them away from other important tasks.
By using the Redact App on Xerox Workflow Central, they can save hours of time because each document is automatically redacted using set parameters and the digital file is saved and secured simultaneously.
Now, your staff members have saved time, and they are free to work on other tasks, which saves time and money for your company in the long run.
Who Would Benefit the Most from Using the Redact App?
The Redact App would benefit any office that uses and stores vital information.
1. Medical and Legal Practices
Medical practices and legal offices can benefit from this app because it allows users to redact PII quickly and securely from digital documents. If your office needs to store many pages of vital information about patients or clients, then this app saves time by giving you the option to automatically hide your clients’ personal information.
2. Educational Professionals and Students
Students, teachers, school administrators, and other educational professionals could also benefit from using the Xerox Workflow Central Redact App because the PII of minors is considered particularly vital and must be legally protected. Using the Redact App, educational professionals can quickly remove PII from student documents, which saves time for more immediate concerns, such as lesson planning and planning meetings.
3. Any Office or Company That Needs Digital Document Security
Workflow Central also automatically encrypts emails and gives options to create passwords for specific documents, so the Redact app would be beneficial for any office or company that requires digital security.
Because all businesses are legally required to keep and secure vital employee information, any business could benefit from using this technology.
How Does This App Benefit Productivity and Automate Workflow?
The main benefit of the Redact App is workflow automation. Automating the redaction process saves time and resources.
Xerox’s artificial intelligence technologies are on full display with apps like the Redact app because PII gets automatically removed from documents with the touch of a few buttons.
Another great benefit for Redact app users is the ability to customize. You get to choose what types of information you want redacted from documents. Plus, the app allows users to redact additional data points after the fact as needed.
Another neat feature worth mentioning is that you can preview the redaction results before printing, which cuts down on paper and toner waste, as well as time spent reprinting, rescanning, and recopying.
Do You Need More Information?
If you want to learn more about Xerox Workflow Central, STPT has several other blogs you can check out in our learning center:
• What Is Xerox Workflow Central? (Pros, Cons, Cost)
• Xerox Workflow Central Spotlight: Handwriting to Text App
We understand that learning how to install and use new applications can be frustrating. Sometimes it’s easier to let someone else walk you through it.
If you would like for one of our experts to walk you through the installation process or help you choose which Xerox Workflow Central subscription option will best suit your needs (without breaking the bank), then reach out to us.
