Know whose data is on the page.
Healthcare organisations receive access requests for health records, employment files and complaint correspondence, often mixed together and often including handwritten notes, scanned letters and references to family members and clinicians. Redactics structures that material by person so that the clinical and information governance judgements can be made with the evidence in front of the reviewer.
What your team is asked
- Which parts of this record relate to the patient, and which to relatives, carers or other patients?
- Where is the handwritten and scanned material, and has it been read?
- Which clinician opinions are in scope, and which need the serious harm consideration?
- Can we show the Caldicott Guardian and the ICO how the decision was made?
How the case runs
- 1
Collect across systems
Bring in exports from clinical, HR, complaints and email systems into one case, with a log of what was searched.
- 2
Make scans and handwriting searchable
Correspondence, referral letters and ward notes become searchable text, with uncertain passages verified against the original.
- 3
Resolve people and roles
The patient, relatives, carers, clinicians and staff are resolved as distinct people with roles, so third-party material is obvious.
- 4
Review with clinical input
Findings that may need a clinician's serious harm consideration are queued for them, with the source and context.
- Cases
- /SAR-2026-0417
- /Verify transcription
SAR-2026-0417/Verify transcription
Original scan, page 1
Letter, 14 Mar 2023. Handwritten margin note.
Transcription
SpoketoDanre:shiftpattern,agreedTues/ThursfromApril.Reviewin6wks.
3 words below the 70% threshold. Page confidence 84%.
"Tues/Thurs" and "April" confirmed. "6 wks" corrected from "b wks".
R. Mensah, 20 Aug 2026, 11:15
What changes
- Third-party material found, not stumbled on
- References to relatives, other patients and staff are grouped and surfaced for decision.
- Clinician time used for judgement
- Clinicians see the specific passages that need their view, not the whole file.
- A record for the Caldicott Guardian
- Every decision has a reviewer, a reason and a source, available on request.
What a pilot looks like
- Choose a closed, representative request, such as an employee SAR or a complaint-related access request
- Process it in your own tenant in a UK Azure region
- Compare the resolved people, findings and decisions with the original handling
- Receive a pilot report suitable for your information governance group
Relevant controls
- UK Azure regions
- Data Security and Protection Toolkit alignment on request
- DPIA support and template
- Retention aligned to the NHS Records Management Code
Other solutions
- Subject Access RequestsDefensible SAR fulfilment from collection to disclosure, with the evidence trail built in.
- Data breach responseKnow whose data was involved and what it contained, with evidence, inside the notification window.
- Local governmentSocial care, housing and education files that run to thousands of pages, with families, professionals and third parties throughout.
- Regulated organisationsComplaint-driven and litigation-adjacent requests where privilege, third-party data and the audit trail all matter.
- Managed SAR serviceRedactics technology and a review team, handling the workload with you and within your governance.
Make SARs manageable.
Try Redactics yourself or talk to us about your current process.