Onboarding batch redaction is the removal of identifiers from a whole joiner folder in one run. Each file inside it has 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 worker maps to one alias everywhere.
When this applies
A joiner folder holds a right-to-work copy, a starter checklist, a signed contract, and a bank mandate, each with a different lawful basis and a different retention period. Art. 30(1) expects your record of processing to describe them all. Cleaning them one by one invites drift, where the same person becomes three different labels across the set.
How anonym.plus handles it
- Point anonym.plus at the joiner folder on your machine.
- It scans each file for the identifier set.
- Local OCR reads any scanned pages in the set.
- A shared map keeps the worker steady across files.
- Review the summary and fix low-confidence flags.
- Save the clean set locally.
What you need to provide
- A folder of onboarding files (PDF, DOCX, mixed).
- The shared label map turned on for steady results.
- An operator (Replace works well for a joiner set).
PII entity types detected
| Category | anonym.plus entity type | Example |
|---|---|---|
| Names | PERSON | worker across files → [WORKER_1] |
| Identifiers | UK_NINO | NI numbers → [NINO] |
| Identifiers | UK_PASSPORT | passports → [PASSPORT] |
| Contact | EMAIL_ADDRESS | emails → [EMAIL] |
| Financial | UK_SORT_CODE | sort codes → [SORT_CODE] |
| Dates | DATE_TIME | birth dates → [DOB] |
Compliance achieved
- Applies storage limitation under UK GDPR Art. 5(1)(e) across a folder where each file has its own retention clock.
- Serves the accountability duty in Art. 5(2), since one run leaves one consistent, reviewable result.
- Fits the record of processing Art. 30(1) asks a controller to keep for each purpose in the joiner pack.
- Counts as a measure of the kind Art. 32(1)(a) names, applied before copies of the set travel.
- A kept map stays pseudonymisation, so DPA 2018 s.171 on re-identification still matters — turn it off for true anonymity.
Anonymise onboarding file sets offline — see plans & start free →
Limitations & cautions
A mixed folder of scans and native files leans on OCR for the images, so review low-confidence flags. Some files in the set, such as right-to-work evidence, must stay unredacted on your own record whatever the batch produces.
Frequently asked questions
How does batch mode keep one worker steady?
A shared map logs each person once, so the same worker maps to the same alias in every file across the folder. That is what stops a set drifting into three labels for one person.
Do all files in a joiner folder share a retention period?
No. Right-to-work evidence, PAYE records, and contract papers each run on their own clock, which is why Art. 5(1)(e) is judged per purpose rather than per folder.
Does batch work upload anything?
No. The whole run is offline, so onboarding data stays on your machine.