How the tool 'Scanning of national ID number' works
With the tool 'Scanning of national ID number', it is possible to scan your meeting materials for personal identification numbers before release.
Scanning of national ID number becomes relevant when you are about to release your meeting.
When you have imported your meeting into Prepare, click the Scan and proceed to release button. The meeting documents will now be scanned for personal identification numbers.
If no potential occurrences are found
- If no potential occurrences are found, simply click the Proceed to release button and then release the meeting.
If potential occurrences are found
- If potential occurrences are found, you will be notified, and a list of the relevant documents will be provided. It will also highlight where in the documents the occurrences were found.
- If you want to make changes to the documents, you must return to the system where you prepare your agendas and make the necessary changes. Then upload the meeting again in Prepare and perform the scan once more.
- If no further occurrences are found, you will see the screen as shown above, and you can proceed to release the meeting.
- If, on the other hand, you determine that no action is needed for the occurrences — such as in cases where the occurrences do not actually contain personal identification numbers — click the Proceed to release button.
- You will then receive a notice that you are about to release an agenda with potential occurrences. If you still want to proceed, click Proceed to release.
- You will then encounter the screen below, where you, as usual, can add a comment to the release.
- Note that the 'Scanning of national ID number' field is marked with a red exclamation mark, indicating that occurrences were found that have not been changed.
- Note that the 'Scanning of national ID number' field is marked with a red exclamation mark, indicating that occurrences were found that have not been changed.
- Click Release to finalize the agenda release in Prepare.
Please note
The scanning of national ID numbers is text-based only. As a result, the tool will not detect potential identification numbers if they appear in an image. Additionally, please be aware that despite using an advanced scanning tool, we cannot guarantee that all instances will be detected.