PUBLIC SECTOR How to Effectively Anonymize Data Published in the Public Information Bulletin (BIP)? A Practical Guide for Public Entities

Publishing information in the Public Information Bulletin (BIP) is a legal obligation for administrative units and other entities required to disclose data under the Act on Access to Public Information. However, this obligation must be fulfilled in accordance with data protection regulations. In light of the GDPR and national laws, anonymization of data in documents published in BIP is a critical element in ensuring legal compliance and protecting citizens’ privacy.

This guide explores what data anonymization is, which techniques are available, common mistakes to avoid, and how the Redact tool can support efficient and automated anonymization of data intended for publication in BIP.

Data anonymization is the process of permanently removing or masking information that can identify individuals. It is irreversible—once data is anonymized, the original information cannot be recovered. When it comes to BIP publications, anonymization aims to protect personal data from unauthorized access while ensuring compliance with data protection laws.

Key Benefits of Anonymizing BIP Data:

• Safeguarding citizens’ privacy and personal information
• Meeting GDPR and local legal requirements
• Reducing the risk of data breaches and legal violations
• Increasing transparency and public trust in government institutions
• Improving administrative efficiency through process automation

Not all information in BIP documents requires anonymization. However, it is crucial to properly secure personal data and other identifying information.

Types of Data That Require Anonymization:

• Personal data – includes names, national ID numbers (PESEL), home addresses, phone numbers, and email addresses. These can easily lead to identification and must be secured before publication.
• Financial data – such as bank account numbers, tax details, salaries, and invoices. Publishing this information without anonymization could lead to misuse or privacy violations.
• Medical data – includes health conditions, diagnoses, test results, and patient information. Sharing such data without anonymization can have serious legal and ethical consequences.
• Biometric data – such as fingerprints, iris scans, or DNA samples. Due to their sensitive nature, publishing such data in BIP is strictly prohibited.
• Professional data – covers job titles, workplaces, salaries, and employment details. While some of this may be published in the interest of transparency, care must be taken to avoid disclosing identifiable individual details.
• Location data – includes IP addresses, location history, and other data that could reveal a person’s whereabouts. These should also be carefully protected before publication.

Documents Most Frequently Requiring Anonymization:

• Administrative decisions often contain personal data of applicants or involved parties.
• Contracts and agreements may include identifying information of individuals representing companies or institutions.
• Meeting minutes from municipal councils often record participants’ names and statements that can lead to identification.
• Audit and inspection reports may include data about officials or citizens involved.
• Public procurement documents, such as tenders and offers, frequently contain sensitive personal or business data.

The legal basis for the anonymization requirement is typically Article 5(2) of the Act of September 6, 2001, on Access to Public Information.

Errors in anonymization can lead to accidental disclosure of personal data. The most common issue is incomplete anonymization, where identifying details remain in footnotes or metadata.
Improper document formatting can result in supposedly hidden data being revealed by copying and pasting into another editor.
Non-compliance with regulations often stems from misinterpreting legal requirements or overlooking GDPR obligations.
Manual anonymization is also time-consuming and prone to human error, which is why automated solutions are highly recommended.

To ensure effective and secure anonymization, modern tools like Redact can be incredibly useful. Redact is a professional solution that automates the anonymization process, greatly improving public institutions’ efficiency.

Key Features of Redact:

• Automatic identification and anonymization of personal data using advanced algorithms that detect information in various document formats
• Support for multiple formats, including PDF, Word, Excel, and XML, making it versatile and adaptable
• Bulk anonymization, enabling efficient processing of large volumes of documents—ideal for public administration
• Full GDPR compliance, minimizing the risk of accidental data leaks
• User-friendly interface that allows even non-technical users to perform anonymization quickly and effectively

Anonymizing data before publishing it in the Public Information Bulletin is a vital step in ensuring compliance with legal standards and safeguarding individual privacy. Leveraging automated tools like Redact not only streamlines this process but also enhances the quality and security of public document handling.