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New HRMS Redaction Indicator
On March 24, 2021 a new Redaction Indicator is available in HRMS to identify certain employees whose personal information is appropriate for redaction from some reports.
What is the Redaction Indicator?
The Redaction Indicator is a selection field on the HRMS Personal Data infotype (0002). The indicator identifies when an agency should inquire further before releasing the employee’s personally identifiable information outside the agency. The Redaction Indicator is a flag and will not automatically redact records. The Redaction Indicator does not mean an employee’s information is categorically exempt under the Public Records Act. It is the agency’s responsibility to redact data from reports as necessary and as permitted by law.
When should the Redaction Indicator be applied to employee personal data in HRMS?
The Redaction Indicator should be used only if the employee:
- Is in the Secretary of State’s Address Confidentiality Program (ACP).
- Has made the agency aware of a current a protection order in place.
- Has otherwise been identified by the agency as being at risk due to stalking, harassment, or domestic violence.
- Is an undercover law enforcement officer.
- Is in a position that falls under Sensitive Security Information as defined in 49 C.F.R. 1520 (Washington State Department of Transportation Marine Division).
Employees who are eligible for the Redaction Indicator because they are in the ACP, have a protection order in place, or are otherwise at risk due to stalking, harassment, or domestic violence, should provide their agency’s HR Office appropriate documentation prior to receiving designation. The agency is responsible for ensuring each instance where it uses the indicator is supported by sufficient documentation.
More information regarding the Redaction Indicator is available in the HRMS Data Definitions. The Attorney General’s Office reviewed and approved the definition. All users need to read and understand the full definition prior to using or reporting out using the indicator.
Implementation Winshuttle Upload
If your agency has 30 or more employees that need to have the Redaction Indicator checked, as part of the implementation of the Redaction Indicator, OFM will offer the Winshuttle functionality to upload the initial lists of employees that need to have the indicator set. Please complete the attached Redaction Indicator Winshuttle spreadsheet and review the Information tab for instructions. Send the completed spreadsheet to OFM HelpDesk at HeretoHelp@ofm.wa.gov.
Related updates
Other Redaction Indicator related updates include:
- User procedure updates on the HRMS Support Hub
- Data definition updates to the HRMS Data Definitions Resource Guide
- Data definition updates to HRMS F1 Help
- Availability of the Redaction Indicator on the HRMS Flexible Employee Data report
- Availability of the Redaction Indicator in WWA (availability date to be determined) - access to the Redaction Indicator in WWA will require the same secure user ID needed to access SSNs.
What can agencies do?
- Update internal business processes to appropriately use the HRMS Redaction Indicator.
- Ensure staff with access to HRMS data review the data definition and understand the appropriate use and disclosure of the indicator.
- Identify employees who should have the Redaction Indicator selected in HRMS and update their Personal Data (0002) infotype record.
Coordinate with the agency Public Disclosure and/or Privacy Officer when releasing any personally identifiable information.
Questions?
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