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Bartłomiej Dmitruk

Document anonymisation with VDR SECUDO



Virtual Data Room (VDR) and document anonymisation tools (electronic marker / redaction tools) are tools that can significantly improve and secure the processes involved in managing, sharing and anonymising sensitive data. Both of these solutions are particularly useful in legal and financial environments and in due diligence processes, mergers and acquisitions, and in areas where confidential documents need to be shared.


SECUDO Virtual Data Room (VDR SECUDO) - Definition and Application


Virtual Data Room SECUDO (VDR SECUDO) is a secure digital platform that enables documents to be stored, shared and managed in a controlled and secure manner. It is a type of digital repository that gives detailed control over access to data by different parties and users.


Main advantages and applications of VDR SECUDO:


  • Security: VDR SECUDO offers advanced security mechanisms such as encryption, two-factor authentication and document-level data access management. Users can define who has access to individual files and to what extent;


  • Activity tracking: Every activity in VDR SECUDO is logged, making it possible to monitor who viewed the documents, when, and what operations they performed (downloading, copying, printing). This helps to maintain full control over the information exchange process;


  • Document management: VDR SECUDO supports efficient document management, including grouping, tagging and quick search of assets, which speeds up processes such as due diligence in mergers and acquisitions;


  • Access restriction: The ability to download, edit or print documents can be restricted, minimising the risk of data leakage;


  • International collaboration: Companies can share documents with various parties around the world without having to send physical documents or use less secure forms of transmission.


Examples of VDR SECUDO applications:


  • Mergers and acquisitions (M&A): During the due diligence process, all interested parties can securely review documents relating to the target company, confident that confidential information is well protected;


  • Legal advice: Law firms often use VDRs to share sensitive data on litigation or business transactions. In court proceedings or legal documents, there is often a need to anonymise personal data of parties or witnesses. Electronic markers help to quickly identify this data in large files, saving time and reducing the risk of human error;


  • Compliance: Companies operating under data protection regulations (e.g. GDPR, HIPAA) must regularly remove or anonymise sensitive data from files before passing them on to third parties. Markers can automatically identify this data and ensure compliance with legal requirements;


  • Fund management: Investment firms and banks use SECUDO's VDR to secure and process financial information relating to client investments, funds or portfolios.


Document anonymisation tools


Electronic marker / Redaction tools are document anonymisation tools that allow sensitive data to be hidden (obscured) in documents before they are released or published. This is particularly useful in the context of data protection compliance (e.g. RODO) and in cases where certain information needs to be hidden from unauthorised parties.


How document anonymisation tools work:


  • Identifying sensitive data: These tools can automatically detect and obscure personal data such as identification numbers, names, addresses, contact details or financial data;


  • Text obfuscation: A blacked-out box or other visual marker is left in place of deleted data to indicate that the data has been hidden. This is an effective method of securing confidential information from third parties;


  • Document security and integrity: The redaction process is irreversible, meaning that blacked-out information cannot be retrieved by unauthorised users. This protects documents from inadvertent disclosure of data;


  • Advanced features: Redaction tools often offer options to automatically hide specific types of data (e.g. PESEL numbers, credit card numbers), as well as the ability to manually select passages to hide.


Use of anonymisation tools:


  • Compliance (regulatory compliance): In many cases, companies must comply with data protection regulations (e.g. GDPR, HIPAA), which requires sensitive data to be hidden in documents before they can be shared;


  • Litigation: During court proceedings, it is often necessary to hide certain information (e.g. witness or defendant data) before documents are released to the public;


  • Medical data and records: Anonymisation of medical data is the process of removing information that may directly or indirectly identify a patient, in order to protect privacy and comply with data protection regulations such as RODO (GDPR) or HIPAA;


  • Sharing company documents: Before sharing documents with other parties (e.g. business partners), companies can use redaction tools to secure confidential information.


Combination of SECUDO's VDR and document redaction and anonymisation tools - Advantages


  • Security and compliance: Combining VDR SECUDO with redaction and anonymisation tools allows you to maintain full control over access to data and comply with data protection regulations at the same time. Sensitive information can be anonymised even before it is shared, further minimising the risk of leakage;


  • Process optimisation: The automation of document redaction and anonymisation within VDR SECUDO speeds up document management processes, especially in large operations (e.g. due diligence) where hundreds of documents need to be shared with many different parties;


  • Flexibility: With the redaction and anonymisation tools in VDR SECUDO, you can share specific sections of documents with different groups of users, leaving other data hidden, depending on access level or user role.


Summary


The combination of Virtual Data Room and redaction and anonymisation tools is a professional solution that can increase security, efficiency and compliance in document management. SECUDO's Virtual Data Room provides a secure place to share documents and monitor user activity, while the redaction tools enable secure anonymisation of sensitive data before it is shared. Particularly in the context of international transactions, legal advice, medical data, investment management or regulatory compliance, these technologies have great potential to secure and accelerate business processes.


About us


DealDone is a specialised company offering high-quality information and data security products. We offer digitisation services and software in the field of modern technologies for the circulation of confidential information, classified information, sensitive data and the digitisation, security, encryption and sharing of data and documents inside and outside of organisations.


For more than 10 years, DealDone has specialised in providing solutions related to the digitisation, archiving and sharing of documents in the form of Document Management System (DMS) or Virtual Data Room (VDR). DealDone has independently developed and marketed the SECUDO VDR systemSECUDO is a platform for secure digitisation, archiving, sharing and processing of corporate documents and data offered in the cloud, in a Software-as-a-service model, for business customers.


DealDone also owns the portals www.platformainwestora.pl and www.sprzedamfirme.com, through which it supports transaction processes related to selling a company, raising capital and finding investors for a project. 

 

 

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