Pull an employee's records when they ask for them
Gather an employee's records when they ask for a copy, black out other people's details, and package it up.
The problem
- When an employee or ex-employee requests their personal data, HR has to gather records scattered across scanned letters, appraisals, and case notes under a statutory clock.
- Those records often name other people (colleagues, complainants, references) whose details must be removed before disclosure.
- Older records are image-only scans that cannot be searched, so finding every reference to the requester is slow and error-prone.
The workflow
One licensed pipeline chains these steps end to end. Each step is a tool you can try free on the public site.
- 1
Make scans searchable
OCR PDF →Run text recognition over scanned letters and forms so you can search the file set for every reference to the requesting employee.
- 2
Assemble the candidate set
Merge PDF →Combine the relevant records into a single working file in chronological order for review.
- 3
Redact third-party data
Redact PDF →Permanently remove names and details of other individuals and any information outside the scope of the request.
- 4
Strip hidden metadata
Sanitize PDF →Clear document metadata and residual hidden content so nothing unintended is disclosed with the file.
- 5
Number the disclosure
Bates numbering →Apply sequential numbering so the response set is traceable and you can evidence exactly what was provided.
Try it free, right now
Every tool in this workflow is free on the public site — no signup, nothing uploaded. Run the steps by hand to see the output, then license the automated pipeline for your team.
Why run it on-premise?
Data-access responses must disclose the requester's own information while protecting other individuals named in the same records. Because redaction here is permanent and the documents stay inside your network, you reduce the risk of over-disclosure and keep employee records off external platforms.
The Business suite ships as a self-hosted bundle that runs inside your own network, so the documents in this workflow never leave the building. See how deployment works.
The employee receives a complete, properly redacted records set, and HR can show exactly what was disclosed and when.
Included in the Enterprise license.