All learning
Practical advice
Remove identifiers before putting text into AI
Get help with a document or message while reducing the amount of personal and confidential information you share.
The practical answer
Start with this principle
If the task does not need a real identity, replace names, addresses, account numbers and other identifying details before using an AI tool.
Do this in order
Three steps you can use today
Work from a copy
Keep the original in its approved system and create a separate working copy. This reduces the chance of changing or exposing the source record.
Replace, do not only delete
Use clear labels such as Customer A, Supplier B and Project 1. The structure remains understandable without revealing the real people involved.
Read the whole input again
Check headers, footers, filenames, signatures and quoted email threads. Identifiers often remain outside the paragraph you meant to edit.
Copy and adapt
Before and after redaction
BEFORE, do not paste this:
"Jane Whitaker at Northfield Joinery, 14 Mill Road, has queried invoice
INV-4471 for 2,340 pounds and says she spoke to Dave on 3 June."
AFTER, safe to paste:
"A client has queried an invoice. They say they discussed it with a member of
our team earlier this month and disagree with the amount."
The AI does not need the name, the address, the invoice number or the sum to
help you write a calm and firm reply.