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4.9. Redact PII with Adobe Acrobat Pro
Redacting with Acrobat Pro
Redaction is the modification or revision of a document to remove confidential or sensitive information. There is a wide array of methods and tools to accomplish this task. We will explore the steps using Adobe Acrobat Pro in this tutorial. It should also be noted that the basic and free version of Acrobat Reader will not redact documents. If you do not have access to the pro version, there are many other products that do offer full redaction. Check with your IT support to learn about tools available to your institution.
Document Preparation
The first step is to maintain the original file in its original condition.
Always make copies of original documents before making any alterations. From a paper document, use a scanner to make digital copy of the file and save it to the PDF file type. (Scanner technologies and software options vary by use. Seek additional assistance if you are not familiar with the steps.)
Export Electronic Files to PDF
Many programs offer an Export or Save As option to create PDF file types. From the Microsoft Word File menu, choose Export and Create Adobe PDF. The new file will be the working copy for this task. Do not alter the original.
Reduce PDF File Size
If the original file is a PDF file type, and not the institutions only original file, then use this file as the working copy. Otherwise, save an additional copy.
From the File menu in Acrobat Pro, choose Save As/Save As Other and then choose Reduced Size PDF. In some software options, Export is another way to create a PDF, but in this version of in Acrobat Pro it will only create other file types like Word and Excel.
Tip: Be careful not to create file sizes over 2 MB. Choose options that reduce the file size.
Redaction
From the working copy opened in Acrobat Pro, review the document for sensitive information. Choose Tools and scroll down to Redact if you have not used this feature before.
Choose Add to add Redact to your tools list on the right-hand side.
Selecting Redact adds it to the tool bar at the top of the window. Select Mark for
Selecting Mark for Redaction prompts this reminder response about the steps. You will mark up the sensitive information and then Apply changes when you are finished.
Sample Page
Our sample document is a resume with address and contact information. Use the mouse to select any personal information that should be redacted.
Once the selected items are covered, go back to the
Review and Save
Review the selections for accuracy and Save the file to make the redactions permanent in Acrobat Pro.
Distribute as appropriate. These are basic steps to personal information redaction. Each institution is responsible for developing and implementing safe document handling procedures.
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