Home › Use Cases › Mask personal details before letters and forms leave the office
Use caseUC0006

Mask personal details before letters and forms leave the office

Every letter, form or ticket that leaves the office can carry names, birth dates and card numbers that must be covered first. This app reads the document and hands back a copy with every detail it finds swapped for a label like [NAME].

For the records teamCross-domain

Why it matters

Today's manual process, and the same job with the app

Records staff who send letters, forms and tickets outside the company: at a leasing office, in HR, on a claims desk or in support.

✕Today's manual process

1Read every document line by line before it goes to a vendor, a tenant or another team.
2Find each detail: names, birth dates, addresses, emails, phone, card and Social Security numbers.
3Black out each one manually, one document at a time, if it gets done at all.
4One missed number puts a card or Social Security number in a stranger's inbox.
Every line read by a person

✓With the app

1Pick or paste the document, and the app reads the whole thing at once.
2Each personal detail is found and tagged as one of seven kinds, from names to card numbers.
3A masked copy comes back, every detail swapped for a label like [PHONE].
4A person checks the highlighted view before the copy goes out, since one number can still slip through.
A person checks the highlighted copy

See it work

One real case: what the app reads, step by step

Riverstone Apartments' lease renewal notice to tenant Ingrid Solberg, carrying her birth date, home address, email and phone number.

Mask personal details before letters and forms leave the officeReference appBuilt to be shaped to your process
  1. 1The lease notice as written, with the tenant's name, birth date, address, email and phone.
  2. 2The masked copy every personal detail swapped for a label like [NAME].
  3. 3Email and phone found and marked too, so a person can check them before the copy goes out.
  4. 4Two views masked, or highlighted to show exactly what was caught, for a person to check.
  5. 5Not in this notice Social Security and card numbers, two of the seven kinds it looks for.
  6. 6The count five details found, five of the seven kinds, and every one masked.

For engineers

How it is built, and how we measured it

All fourteen steps of the build are written up, from the business case to running it in your own environment.

Kit overview →
87 of 88personal details caught, across 18 documentsmeasured in 06 Evals →
1 of 88slipped through: one card number
1safe detail masked by mistakemeasured in 01 Business case →
0.19¢to mask all 18 documentsmeasured in 07 Unit cost →

The build, step by step

14 steps

Make it yours

What you see is a reference app. We shape it to how you work.

Every part of it is built to change, and none of it means starting over.

Your rulesWhich details count as private for you, and the label each one is swapped for.
Your recordsThe letters, forms, tickets and notices your office already sends out.
Your systemsMasked copies go back to your document store, email or ticket system.
Your screensThe kinds, wording and layout your team already uses to review a document.

Want this for your team?

Talk to us

We can run this on your own letters and forms, with your own list of private details, inside your environment.

Talk to us →
A living map of modern AI — kept current every morning