Learn How to Redact Information in a PDF

As clients become more comfortable signing digital documents, new considerations and concerns about safeguarding sensitive information arise.

The most common medium used for sharing information online and for digital signatures is the PDF (Portable Document Format). PDFs were developed to present and exchange documents reliably, regardless of the software, hardware platform, or operating system. PDFs have been widely used since people started using the Internet.

PDFs of documents that need to be signed often contain confidential data that requires careful handling. If you’ve ever wondered, “How do I redact information in a PDF?” keep reading. In this blog post, we’ll delve into different ways to redact information in PDFs. We’ll also look at alternatives to Adobe Acrobat and important considerations to keep in mind when redacting a PDF. It is also important to keep an original PDF before making any redaction.

Why redact PDFs?

PDFs often contain personal, financial, legal, sensitive, or confidential information. Redacting ensures that this sensitive data is shielded, preventing unauthorised access and potential misuse.

This is especially crucial in the legal, finance, and healthcare industries, where privacy regulations are more stringent. Redacting sensitive information helps organisations comply with regulations such as the GDPR, the Data Protection Act 2018, or other industry-specific requirements. Failure to adhere to these regulations can have severe consequences, including legal repercussions. If you are found to have breached the regulations, the reputational damage can be significant.

What is the easiest way to redact a PDF?

Generally, the easiest way to redact a PDF is to use a PDF redaction tool like Adobe Acrobat, DocuSign, or the Preview application, which is available in macOS 11 and later.

Methods to redact a PDF

Using Adobe Acrobat

Adobe Acrobat Pro is a widely used tool for redacting PDF documents. It includes a straightforward redaction feature. You can easily mark and redact sensitive content, permanently removing the information from the document. It is essential to ensure the permanent removal of the content when redacting versus a blackout added over the top of the content, as this is not a secure form of redaction.

To open and redact a PDF in Acrobat, follow one of these methods:

• Go to the Edit menu and select Redact a PDF.
• Choose All tools > Redact a PDF.
• Select the text or image in the PDF, right-click, and choose Redact.
• Select the text or image in the PDF and select Redact text from the floating menu.

Using DocuSign

DocuSign is primarily known for electronic signatures, but it does also have robust redaction capabilities that let you redact text, images, and other sensitive content. To do this:

• Upload the PDF in DocuSign.
• Use the redaction tool to select and mark the content to be redacted.
• Confirm the redaction and save the document.

Best practices for redacting PDFs

Now, let’s look at a few tips for efficient and accurate redaction of a PDF document.

1. Double-check before sharing

Review the redacted PDF to ensure you’ve completely removed sensitive information before sharing it.

2. Consider metadata

Remove metadata from the PDF file to eliminate hidden details that might compromise privacy. Metadata can include author information, comments, and document revision history. You will find the metadata in the Document Properties option on the main menu of the PDF.

3. Use secure channels

When sharing redacted PDFs, use secure channels such as encrypted email or password-protected platforms. This adds an extra layer of protection to the already redacted document. You can encrypt the PDF itself with a password. Select the Security tab on the Document Properties and then change the Security Method to Password Protection. You can also select the Protect a PDF option from the Tools menu.

How to redact a PDF without Adobe Acrobat or DocuSign

If you don’t have access to Adobe Acrobat or DocuSign, other complementary and alternative methods exist for redacting PDF files. With most of these tools, you can simply upload your documents, apply your redactions, and download the secured PDF.

Other PDF editors

Several third-party PDF editors provide redaction tools similar to Adobe Acrobat. Some popular options include Foxit PhantomPDF, Nitro Pro, and PDF-XChange Editor. These editors often feature a comprehensive PDF redaction tool, which is essential for editing PDFs, especially for protecting sensitive information.

 Generally, you’d follow these steps to redact a PDF:

• Open the PDF in the editor.
• Locate the redaction tool and select the content to be redacted.
• Confirm the redaction and save the document.

Google Chrome extensions

Google Chrome has built-in extensions like Redacted that allow you to redirect information directly in the browser. These extensions are user-friendly and don’t require any installation. Some extensions also allow you to customise ‘redaction marks’ when redacting content.

• Install the redaction extension in Chrome.
• Open the PDF in Chrome and use the extension to redact content.
• Save the redacted document.

Things to keep in mind when redacting sensitive information in PDFs

Redacting information in PDFs is essential for maintaining privacy, complying with regulations, and ensuring the trust of your clients.

Whether you use tools like Adobe Acrobat, DocuSign, or alternative methods, the key is approaching redaction with precision and care. Following best practices and using tools that automate the process, you can confidently redact sensitive information and safeguard documents in an increasingly digital world.

Learn more about how Clio’s practice management platform integrates with tools to help with routine tasks!

Disclaimer: This post is provided for informational purposes only. It does not constitute business, accounting, or legal advice.

We published this blog post in February 2025. Last updated: February 17, 2025.

Categorized in: Business, Technology