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CIO Strategic Advisor
Recently, the case study Harnessing Custom-Built AI to Accelerate Redaction and Drive Efficiency for the University of Pittsburgh articulated the successful use of AI to accelerate artifact redaction. The opportunity to implement a similar solution in various other support units within higher education institutions is worth further consideration given the importance of redacting various documents that pertain to FERPA and HIPAA-related requirements.
There are ongoing efforts to streamline workflows and document management processes across organizations. Specifically, in higher education, the organic nature of technology consumption and solution adoption in various support units lends itself to departments being technology-rich while others operate in a technology debt. One of the promising tools that could pave the way for a more consistent and balanced use of technology is AI. While in the early stages of development, expectations and understanding of its potential are forging.
A great example is the case at the University of Pittsburgh. Their custom-built AI tool accelerates the artifact redaction process, introduces automations, enhances their security posture, and establishes a consistent mechanism for document management. Other institutions have been interested in implementing the same technology, which is a unique solution in the marketplace.
UPitt’s initial focus was to use AI to redact documents in the Division of Research; however, its application and processes could be easily duplicated within other higher education departments including, but not limited to the: Office of Admissions, Registrar, Financial Aid, Student Services (including Health Clinics), Libraries, Legal, Housing, Compliance, Academic Departments and Colleges, University-Hospital, Foundations, Information Technology, Teaching and Learning, Technology Transfer (IP), Academic Affairs, Financial Services, and Athletics.
Each of the aforementioned departments generally utilize SIS and ERP systems, as well as other secondary or specialized systems (CRM, Housing, Legal, Foundations, and more). There are manual processes that exist to extract Personally Identifiable Information delivered via emails, forms, shared drives, and external systems. These documents are required to be placed into one of the systems outlined above for processing as well as archiving to address record retention schedules.
In most cases, the document remains in the original system and gets incorporated into thousands of other documents and emails that are part of the employees’ file system.
This poses three levels of potential exposure:
The process of applying redaction will reduce the potential harm of exposing any sensitive information. For the departments with the highest need and the lowest level of automation, this AI redaction tool diminishes the threat of overexposing sensitive information. Furthermore, this brings each department closer to meeting the compliancy and protection requirements outlined by reaffirming or modifying departmental document retention schedules, artifact sensitivity management, and preparing departments for larger scale AI adoption.
This AI redacting tool is developed in tandem with artifacts inside a Microsoft tenant, notwithstanding the current licensing tier. There are some Azure cloud consumption costs associated with this solution.
If you have questions about implementing a similar solution within your higher education institution, contact us at info@eGroup-us.com or complete the form below.
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Last updated on November 6th, 2024 at 05:09 pm
