Redacting at Scale: Why Applying Image-Based Redactions Isn't Enough Anymore

How many documents can your legal team redact in a single day without making a mistake? As data volumes grow and deadlines shrink, old methods like image-based PDF redactions are becoming a serious liability.

Legal redactions must now be faster, more accurate, and scalable across formats like Excel and Word. Traditional tools can't keep up with modern compliance demands.

So, let's look at why outdated redaction methods no longer work and how native redactions offer a safer, smarter solution.

The Problem with Traditional PDF Legal Redactions

PDF redactions have long been used to block sensitive content from legal documents. But with growing demands for speed, accuracy, and scale, this method now creates more problems than it solves.

There are three main reasons why image-based redactions no longer work for modern legal compliance:

• They are prone to errors and data exposure
• They are time-consuming to apply and review
• They can't scale across large or varied datasets

Prone to Errors and Data Exposure

When legal teams use image-based redactions, they often place a black box over text and flatten the file. But if not done properly, that text can be copied, revealed, or recovered.

Even one mistake in this process can lead to a serious breach. Hidden metadata, comments, and document layers can remain intact and viewable to someone with the right tools. Mistakes like these are more common than many teams realize and have led to public data leaks in high-profile legal matters.

Time-Consuming to Apply and Review

Redacting text by hand in PDFs takes time. Each document must be opened, marked, flattened, and double-checked.

That means even a small set of documents can take hours. When deadlines are tight, the chance of human error goes up. Teams often need to work nights or weekends just to finish redacting a batch of PDFs.

Can't Scale Across Large or Varied Datasets

PDF redactions don't translate well to other file types. Many legal teams now work with spreadsheets, emails, presentations, and text messages.

Converting everything into PDFs slows the process and can strip away context or formatting. Without built-in tools to manage different formats, legal teams are stuck with outdated methods that don't scale.

Redacting Excel Documents and Other Native Formats

Redacting Excel documents, Word files, and emails creates its own set of risks. There are three main reasons why these native formats need different handling than PDFs:

• Hidden data in Excel can remain visible
• Redactions can damage file structure or meaning
• Metadata and embedded content are often missed

Hidden Data in Excel Can Remain Visible

Excel redactions are tricky. Sensitive data can live in hidden rows, formulas, or unused tabs. Simply blacking out visible content doesn't cover what's behind the scenes.

If someone unhides a row or reviews a formula, private details can reappear. Manual redaction in spreadsheets often overlooks these layers. That creates serious legal and security risks, especially when files are shared or submitted.

Redactions Can Damage File Structure or Meaning

Legal teams often convert Excel or Word documents into PDFs before redacting. It strips away functions like sorting, filtering, or hyperlinks.

Converting files can also make them harder to read or understand. Data might lose context, and formatting can break. In many cases, that leaves reviewers working with files that don't reflect the full picture.

Metadata and Embedded Content Are Often Missed

Native files hold extra details that don't appear on the surface. Comments, tracked changes, document properties, and embedded objects can all carry sensitive information.

Standard PDF redactions rarely catch these hidden parts. If they're not removed correctly, that data can be recovered later.

What Are Native Redactions and Why They Matter

Native redactions work within the structure of a document. They don't just block out what you see on the surface.

They also remove data from formulas, comments, footers, and other hidden elements. That level of control is hard to match when converting files into flat PDFs. With native redactions, there's less guesswork and more confidence that the job is done right.

Files like Excel spreadsheets or email threads often contain multiple layers of information. Flattening them into PDFs can hide important parts or create confusion. Native redaction tools recognize those layers and allow users to review and remove content more accurately.

One of the biggest problems with PDF redactions is the loss of structure. Sorting, filtering, and search functions often break once a file is flattened. Native redactions protect the content while keeping the file usable. Legal teams can share redacted versions without making the document harder to read or work with.

The Need to Scale Redaction Capabilities

Legal deadlines haven't changed, but the size of the job has. Hundreds or thousands of documents can come in for review, often with tight turnaround times.

Teams that rely on manual redactions find themselves falling behind. That delay can hurt a case, lead to missed filings, or cause issues with compliance.

When people are tired or rushing, they make mistakes. Manual redaction depends on each person catching every sensitive detail across every document.

That's hard to guarantee under pressure. A missed name, number, or date can become a major issue if the wrong party sees it. Rechecking work takes even more time and still may not catch everything.

Files come in many types. Legal teams deal with Excel, PDFs, emails, and more. A tool that only handles one format slows down the whole process.

The need to convert files just to redact them creates even more steps. Fast redaction technology should meet the team where they are and work with the files they already use.

Improved Scale Redaction Capabilities

Legal redactions must keep pace with growing demands. Outdated PDF methods fall short in speed, safety, and scale. Native tools offer a smarter, more reliable way to protect sensitive data across formats. To meet modern compliance standards, legal teams need redaction solutions built for accuracy, efficiency, and real legal redactions at scale.

At Reveal, we give legal teams real choice with AI-driven tools that support every stage of eDiscovery. From reusable AI models to powerful generative AI, our platform helps you work faster, reduce costs, and make smarter decisions. Every feature is designed for speed, accuracy, and insight-right when you need it.

Get in touch today to find out how we can help with your redacting needs!