Offboarding batch redaction is the removal of personal identifiers from a whole exit folder in one run. Each file inside it runs its own retention clock under UK GDPR Art. 5(1)(e), and Art. 5(2) makes you able to show how the set is handled. anonym.plus processes up to 20 files at a time on your device, with a shared map so one leaver maps to one alias everywhere.
When this applies
A leaver's folder holds a P45, a dismissal or redundancy letter, a settlement agreement, an equipment return log, and an exit interview — each on a different clock. PAYE records run at least three years past the end of the tax year under reg. 97 of the Income Tax (PAYE) Regulations 2003. An unfair dismissal claim must normally be presented within three months less one day under ERA 1996 s.111(2), while a contract claim runs six years under Limitation Act 1980 s.5. Cleaning them one by one invites drift.
How anonym.plus handles it
- Point anonym.plus at the exit folder on your machine.
- It scans each file for the identifier set.
- Local OCR reads any scanned pages in the folder.
- A shared map keeps the leaver steady across files.
- Review the summary and fix low-confidence flags.
- Save the clean set locally.
What you need to provide
- A folder of exit files (PDF, DOCX, mixed).
- The shared label map (turn OFF for true anonymity).
- An operator (Replace works well for a folder).
PII entity types detected
| Category | anonym.plus entity type | Example |
|---|---|---|
| Names | PERSON | leaver across files → [LEAVER_1] |
| Identifiers | UK_NINO | NI numbers → [NINO] |
| Contact | EMAIL_ADDRESS | emails → [EMAIL] |
| Financial | MONEY | payment amounts → [AMOUNT] |
| Dates | DATE_TIME | exit dates → [DATE] |
| Location | LOCATION | addresses → [ADDRESS] |
Compliance achieved
- Applies storage limitation under UK GDPR Art. 5(1)(e) across a folder where each file has its own retention clock.
- Respects the floors that actually apply: at least three years past the tax year for PAYE records under Income Tax (PAYE) Regs 2003 reg. 97, and six years for a contract claim under Limitation Act 1980 s.5.
- Keeps the exit papers whole while the ERA 1996 s.111(2) tribunal window — three months less one day — is open.
- Fits the record of processing Art. 30(1) asks a controller to keep for each purpose in the exit pack.
- A kept map stays Art. 4(5) pseudonymisation, so DPA 2018 s.171 still matters — turn it off for true anonymity.
Anonymise offboarding file sets offline — see plans & start free →
Limitations & cautions
A mixed folder of scans and native files leans on OCR for images, so check low-confidence flags. Some files must stay unredacted on your own record whatever the batch produces — the P45 you retain, the settlement agreement that has to identify the adviser, a log behind a disputed deduction.
Frequently asked questions
How does batch mode keep one leaver steady?
A shared map logs each person once, so the same leaver maps to the same alias in every file across the folder.
Do all files in an exit folder share a retention period?
No. PAYE records, tribunal-relevant papers, and contract documents each run on their own clock, which is why Art. 5(1)(e) is judged per purpose rather than per folder.
How many exit files can one run handle?
Up to 20 files per batch, all processed locally with OCR for any scanned pages.