Performance record batch de-identification is the removal of identifiers from a whole folder in one run. An archive is where storage limitation under UK GDPR Article 5(1)(e) quietly fails, and accountability under Article 5(2) means you must be able to show what you did to it. anonym.plus processes up to 20 files at a time on your device, with a shared map so one person maps to one code everywhere.
When this applies
A yearly archive holds many files naming the same staff, kept long after the tribunal windows closed. One-by-one work risks drift, so a batch run applies the Recital 26 bar evenly.
How anonym.plus handles it
- Point anonym.plus at the archive folder on your machine.
- It scans each file for names and contacts.
- Built-in OCR reads any scanned pages in the set.
- A shared map keeps repeat staff steady across files.
- Review the summary and fix low-confidence markings.
- Save the cleaned set locally.
What you need to provide
- A folder of records (PDF, DOCX, CSV-as-TXT, mixed).
- The shared label map for steady results.
- An operator (Replace works well for an archive).
PII entity types detected
| Category | anonym.plus entity type | Example |
|---|---|---|
| Names | PERSON | name across files → STAFF_1 |
| Contact | EMAIL_ADDRESS | emails → [EMAIL] |
| Contact | PHONE_NUMBER | +44 numbers → [PHONE] |
| Org | ORGANIZATION | teams → [UNIT] |
| Dates | DATE_TIME | review dates → [DATE] |
| Demographic | NRP | groups → [GROUP] |
Compliance achieved
- Applies the UK GDPR Recital 26 bar to every file in one pass.
- Serves storage limitation under UK GDPR Art. 5(1)(e) and accountability under Art. 5(2) for an ageing archive.
- Lets you weigh retention against the three-month claim windows in Employment Rights Act 1996 s.111(2) and Equality Act 2010 s.123.
- Uses the security measures named in UK GDPR Art. 32(1)(a). Up to 20 files per local run, nothing uploaded.
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Limitations & cautions
A mixed folder of scans and native files leans on OCR for the images, so review low-confidence markings. The shared map can re-link the set if kept; turn it off when you need true anonymity.
Frequently asked questions
How does batch mode keep one person steady?
A shared map logs each person once, so the same name maps to the same code in every file across the folder.
How long should a performance archive be kept?
Set a period and justify it. Article 5(1)(e) allows no longer than necessary. Tribunal claims are normally brought within three months under section 111(2) of the Employment Rights Act 1996 and section 123 of the Equality Act 2010, though longer contract limitation periods and appeals may justify keeping some records for longer.
How many files can one run handle?
Up to 20 per batch, all processed locally with OCR for any scanned pages.
Does batch work upload anything?
No. The whole run is offline, so the archive stays on your machine.