Offline AI for sensitive documents
When documents are sensitive, offline AI is the safest path. PortableMind lets you summarize, redact, and analyze files without sending them to cloud services. This guide covers handling, prompts, and storage so you stay compliant.
Document intake steps that avoid cloud exposure.
Redaction and summarization prompts tailored for offline work.
Storage and cleanup practices for regulated content.
Prepare documents safely
Move files to the USB or an encrypted local folder before processing. Disconnect from Wi-Fi to avoid accidental syncs. Create a working copy so originals stay untouched. If the files are extremely sensitive, use a dedicated laptop with no sync agents installed.
- Scan for malware before bringing documents onto the USB.
- Label working copies clearly and store them in a segregated folder.
- Avoid cloud-backed folders during intake.
Prompt for privacy
Use prompts that request structured outputs: summaries, timelines, redaction suggestions. Keep outputs concise and avoid unnecessary reproduction of full text. Ask the AI to flag PII or PHI so you know what to redact manually.
- Cap token counts to prevent long echoes of source text.
- Use bullet outputs for faster review and less data exposure on-screen.
- Save prompt templates for legal, medical, and financial formats.
Store and move outputs carefully
Keep outputs on the USB or an encrypted drive. If you need to share, export to password-protected archives. Avoid emailing raw outputs; use approved secure channels once you’re back online. Delete temporary files when finished.
- Use local encryption tools; avoid uploading to generic cloud drives.
- Keep a short retention policy for working files.
- Document where sensitive outputs live for audit trails.
Human review and redaction
Treat AI outputs as drafts. Review and redact before sharing. If the AI suggests redactions, verify them manually. Keep a log of changes on the USB so you can show diligence later.
- Use the AI to generate checklists of required redactions.
- Maintain a changelog for audit defense.
- Store reviewed copies separately from raw outputs.
Cleanup after sensitive sessions
Clear browser cache for localhost, delete temp files, and eject the USB. If you used a shared machine, remove any shortcuts and clear Downloads. Back up final outputs to encrypted storage, then wipe working directories.
- Use secure delete if policy requires it.
- Keep a cleanup checklist on the USB root.
- Rotate USB custody logs if multiple people handle the drive.
Use cases
Legal documents
Summarize filings and discovery materials without cloud exposure.
Medical records
Create visit summaries and patient instructions offline for PHI safety.
Financial reports
Analyze statements and create executive summaries locally.
Checklist
- Work in airplane mode during sensitive sessions.
- Keep files on the USB or encrypted local storage.
- Use structured prompts to avoid long verbatim outputs.
- Export via encrypted archives when sharing is required.
- Log storage locations and cleanup steps.
- Link this guide with /guides/offline-ai-privacy-security-guide.
Quick cross-links
Hop to related guidance while you keep this page open.
Troubleshooting
Accidentally saved to cloud folder
- Move the file to encrypted storage and remove it from the cloud folder.
- Clear version history if possible and notify stakeholders if required by policy.
- Disable sync during future sensitive sessions.
Output includes sensitive text verbatim
- Lower token limits and ask for bullet summaries instead of full rewrites.
- Add explicit instructions to avoid copying verbatim text.
- Review and redact manually before sharing.
Need to share with another team
- Use encrypted archives or approved secure channels.
- Provide only the sections required; keep the rest offline.
- Document what was shared and where it’s stored.
FAQ
Is offline AI enough for PHI or legal docs?
It keeps data on-device, which is essential, but you must still follow your org’s encryption, retention, and access policies.
Can I store sensitive files on the USB permanently?
Yes, but encrypt them and keep backups. Avoid mixing sensitive and general files without clear labeling.
How do I prevent verbatim leaks?
Use concise prompts with token caps and instructions to paraphrase or summarize. Review outputs manually.
What if I need to show compliance?
Maintain logs of offline proof, storage locations, and cleanup steps on the USB.
Related guides
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