Using redaction in Adobe® Acrobat® X - alnd.uscourts.gov · Adobe® Acrobat® X White Paper 8...

Adobe® Acrobat® X White Paper

Using redaction in Adobe® Acrobat® XBest practices for removing sensitive text and images from documents

Redaction is the permanent deletion of visible text and images from documents. In the past, a black marker was used to hide sensitive information. These days, it doesn’t make sense to print out a document just to redact it. The process is slow, expensive, and inefficient. Instead, law firms, government agencies, and organizations around the world rely on Adobe Acrobat Pro software to safely and permanently remove content from the document data stream.

Acrobat redaction tools were introduced in version 8, and redaction capabilities have continued to improve with each release. In Acrobat X Pro, several new redaction features were introduced:

• Redactionacrosspages—Repeataredactionthroughadocument.Usefulforredactingheadersandfootersfrom documents.

• Partialpatternredaction—Markpartofapatternforredaction.Forexample,markpartofanationalIDorcredit card number. Useful for identifying individuals without revealing personal information.

• Redactionmarkappearance—Settheappearanceofredactionmarks.Forexample,markitemswithatransparent red overlay.

• OverlaytextinCommentslist—ViewoverlaytextintheCommentlistforquickreview.

This paper provides tips for getting started and best practices for using the redaction tools in Acrobat X. Topics covered include:

• Settingredactionpreferences

• Markingtextandgraphicsforredaction

• Settingcommonredactionproperties

• Addingoverlaytextandexemptioncodestoaredaction

• Creatingareportofredactions

• Applyingredactionstopermanentlyremoveinformation

• UsingActionstoautomatetheredactionworkflow

Preparing for redaction Redactions must be carefully applied and managed. Here are a few tips to get ready.

• Copythedocumentstoberedactedtoanewfolderonyourharddrive.

• Ifthedocumentisascannedimage,converttheimagetosearchabletextusingopticalcharacterrecognition(OCR).

• Reviewthedocumentstoidentifythetypeofinformationthatneedstoberedacted.Forexample,personallyidentifiableinformation(PII),suchasdriver’slicense,nationalidentification,orcreditcardnumbersthatcanbe used to identify, contact, or locate a person; names of companies or people that need to remain confiden-tial; or trade secrets such as formulas or computer code.

Table of contents1: Preparing for

redaction 2: Automatically

copying redacted text to a sticky note

3: Redacting text and graphics

8: Reviewing redactions10: Applying redactions12: Automating

Redaction Workflows Using Actions

13: Tips and tricks for advanced users

16: Best practices summary

2Adobe® Acrobat® X White Paper

The following diagram illustrates a suggested workflow for redaction.

• Determine items to be redactedScope

• Convert documents to PDF• OCR image-only PDFs to

enable searching

Documentpreparation

• Mark text and graphics to be redactedMark items

• Apply redactions to permanently delete informationApply

• Remove metadata and the OCR text layer

Removemetadata

• Save documents under a new name

Save

• Review items marked for redaction using Acrobat commenting tools

Review

Example redaction workflow

Automatically copying redacted text to a sticky noteA redaction mark acts like a comment until you apply the redaction, which then permanently removes the information. A best practice is to set your preferences to automatically copy text into a sticky note, which are compiledintheCommentspane.Usingstickynotesmakesiteasiertoreview,edit,anddeletewhatismarkedfor redaction.

1. ChooseEdit > Preferences(Windows)orAcrobat > Preferences(Mac).

2. IntheCategorieslist,clickCommenting.

3. SelectCopy Selected Text into Highlight, Crossout, and Underline Comment Pop-ups.

4. ClickOK.

WhenyouselecttextusingtheMarkforRedactiontool,thetextisautomaticallycopiedintoastickynoteandplacedintheCommentslist.


Redacting text and graphicsUsetheMarkforRedactiontooltoselecttextandgraphicsthatwillberemovedfromthedocument.Thecursor changes depending on the type of content.

Note:Markinganitemforredactiononlyflagstheitemforredaction.Tofinalizetheredaction,youmustapplyit.

To select the redaction tool:

1. In the Tools panel, expand the Protection section.

2. SelectMark for Redaction.

To redact text:

1. SelecttheMark for Redaction tool.

2. Hover the cursor over the text that you want to redact. The cursor becomes a text selection cursor ( ).

3. Selectthetexttomarkitforredaction.

Tip:Didyouselecttoomuch? PressCtrl+Z(Windows)orCommand+Z(Mac)toundotheredaction.


To redact a graphic or image:

1. SelecttheMark for Redaction tool.

2. Hoverthecursoroveranimage.Whenthecrosshaircursor(+)appears,youcanselecttheimage.

3. Drawarectangularselectionaroundtheareatoredact.Everythingwithintheselectionarea—images,text,andvectorobjects—isremoved.

Still can’t get a crosshair cursor? Sometimesitisdifficulttoselectanentireareathatcombinestextandgraphics.Togetthecrosshaircursor(+)foranarearedaction,holddowntheAlt(Windows)orCommand(Mac)key.

Tip for redacting a photo Toselectallthepixelsinanimageforredaction,double-clicktheimagewiththecrosshaircursor(+).

To preview a redacted item:

1. SelecttheMark for Redaction tool, if it is not already selected.

2. Hover over a redaction mark to preview it.

To delete a redaction mark:1. WiththeMarkforRedactiontool,hoverovertheredactionmarkandclicktoselectit.You’llseesubtle

animation around the edges.

2. Todeletetheredaction,presstheDeletekey.

Preview with cursor over redacted object

Normal view shows redacted information


Changing the appearance of redactionsBydefault,redactionsappearassolidblackrectangles.Youcanchangetheappearanceofredactionmarks.For example,theimagebelowshowsdifferentoptions.

Redaction color Overlaytext Text color and repeat

Examples of customizing the appearance of redactions

To change the appearance of a single redaction mark:

1. WiththeMarkforRedactiontool,hoverovertheredactionmarkyouwanttochange.

2. Right-click and choose Properties.

3. In the Redaction Properties window, select the changes that you want to make. The options are listed by lettersinthescreenshotbelow.


Redaction Tool Properties window

To change the default appearance of all redaction marks:

1. WiththeMarkforRedactiontool,selectanitemforredaction.

2. Right-click and choose Properties.

3. SpecifytheappearanceoftheredactionmarkandclickOK.

4. Right-click the redacted item and choose Make Current Properties Default.

Frequently need to change the color of redaction marks? UsethePropertiesbarinstead.ToopenthePropertiesbar,pressCtrl+E(Windows)orCommand+E(Mac).Selectaredactionmarkandchangeitscolor.

a. Choosethecoloroftheredaction.Youcanalsochooseno color.

b. Selecttohaveoverlaytextontopoftheredaction.c. Choosethefontfortheoverlaytext.d. Setthefontsizefortheoverlaytext.e. SelectAuto-SizeTexttomakethetextfitthewidthof

the redacted area.f. Selecttorepeatthetextovertheredactedarea.g. Choosehowtoaligntheoverlaytext:leftjustified,

centered, or right justified.h. Specifythefontcoloroftheoverlaytext.i. Selecttoenablecustomtext.Typethetexttoappear

on top of the redaction.j. Selecttoapplyanexemptioncode.Exemptioncodes

arelistedinthebox.Youcannotchangetheinforma-tion in this field.

k. Selectaredactioncode,ifapplicable.Redactioncodesare pre-defined sets of text used to denote the reason or statute under which the redaction was made. AcrobatProincludestwoprepopulatedsets—U.S.FOIA(FreedomofInformationAct)andU.S.PrivacyAct.Youcanalsocreateandsaveyourownsets.

l. Settheoutlinecolorfortheredactionmark.Thisaffects the appearance of the marked item only, not the final appearance of the redaction.

m. Setthefillcolorfortheredactionmark.Thisaffectstheappearance of the marked item only, not the final appearance of the redaction.

n. Settheopacityoftheredactionmark.Thisaffectstheappearance of the marked item only, not the final appearance of the redaction.


Deleting or changing multiple redaction marks simultaneouslyTheAcrobatCommentspanelcontainsalistviewofallredactionmarksinthedocument.Fromthere,youcandelete or change the properties of multiple redaction marks at one time.

1. ClicktheCommentpanelandexpandtheCommentsListsection.

2. Dooneofthefollowing:

• Toselectnon-contiguouscomments,holddowntheControlkey(Windows)orCommandkey(Mac)andclick the comments you want to remove or change.

• Toselectallcommentsinthelistorcommentsnexttoeachother,selectthefirstcomment,andthenwhilepressingtheShiftkey,selectthelastcommentyouwanttoremoveorchange.

3. Todeletethecomments,presstheDeletekey.

4. To change the properties of the selected comments, right-click and choose Properties.

Searching for text to redact TheSearchandRemoveTextfeatureallowsyoutosearchforsingleormultipletextstringsandpatterns,suchasnationalIDnumbers,withinasingledocumentoracrossmultipledocuments.

To search and redact text:


2. SelectSearch & Remove Text.

3. Forwheretosearch,selectthecurrentdocumentorbrowsetoafolderoffilestoperformacross-document search.

4. Selectwhatyouwanttosearchfor.IfyouchooseMultiple Words or Phrase, the Words and Phrases to SearchandRedactdialogboxopens.EntereachwordtosearchforandclickAdd or click Import to import a list of words.

5. ClickSearch and Redact. When the search is complete, the results appear.

6. To view where a result appears in the document, click the result.

7. Selecttheresultsyouwanttomarkforredaction.Tomarkalltheresults,clickCheck All.

8. ClickMark Checked Results for Redaction.


Using pattern-based searchYoucansearchforparticularpatternstofindinformation,suchasphonenumbers,nationalIDnumbers,emailaddresses, and dates. To create custom patterns, see the section, “Creatingcustomredactionpatterns.”

To search for information using a pattern:


2. SelectSearch & Remove Text.

3. Forwheretosearch,selectthecurrentdocumentorbrowsetoafolderoffilestoperformacross-docu-ment search.

4. UnderSearchFor,choosePatterns.

5. Selectthepatternyouwanttofind.

6. ClickSearch and Redact.TheSearchdialogboxopens.

7. To perform a new search, click New Search.

8. TosavethesearchtoaPDForCSVfile,clickthefileicon.

9. To view where a result appears in the document, click the result.

10. Choosewhetheryouwanttomarkwholeorpartialwords.Forpartialwordredaction,clickSettings.

11. Selecttheresultsyouwanttomarkforredaction.Tomarkalltheresults,clickCheck All.

12. ClickMark Checked Results for Redaction.

Reviewing redactionsIt’simportanttorevieweachpageofyourdocument,especiallyscanneddocuments.Youcanusethefollowingfamiliar commenting and annotation Acrobat features to manage redactions:

• AddnotesandcommentstoredacteditemsandsendthemtoanotherAcrobatusertoreview,replyto,or change.

• Summarizecommentsandnotesattachedtoredacteditemsaspartofarevieworarchivalworkflow.

• Approve,reject,ordeleteitemstoberedactedusingtheCommentslist.

• ParticipateinaSharedReviewworkflow,whichallowsyouandyourcolleaguestouseAcrobatXProtocollaboratively redact documents.

To add a note or comment to an item marked for redaction, do one of the following:

• Right-clicktheitemandchooseOpen Pop-up Note.

• Double-clicktheitem.

ToviewtheCommentlist:

• ClicktheCommentspanelandexpandtheCommentsListsection.


Creating a redaction summary YoucanconsolidatethecommentsofredacteddocumentsinasinglePDFfile.Redactionannotationsaredisplayed as callouts on the document.

To create a summary:

1. Openthedocumentcontainingyourredactionmarks.Youmustrunthisstepbeforeyouapplytheredactions.

2. ClicktheCommentspanelandexpandtheCommentsListsection.

3. IntheupperrightcorneroftheCommentsList,clicktheOptionsiconandchooseCreate Comment Summary.


4. IntheSummarizeOptionsdialogbox,choosealayoutoption.

5. ClicktheCreate PDF Comment Summarybutton.

AcrobatcreatesaPDFfilethatsummarizestheredactionmarksusingthelayoutthatyouselected.

Applying redactionsYoumustapplyaredactiontopermanentlyremovetheinformationfromthedocument.Allgraphicobjectssuch as text, raster images, or vector images that are fully covered by a redaction mark are completely removed from the document. All graphic objects that are partially covered by a redaction mark are modified so that only the covered area is removed. Any information associated with the graphic objects is also removed. Aftertheredactionsareapplied,AcrobatpromptsyoutosavethePDFdocumentasanewfileandwillonlyinclude valid objects. This method prevents removed objects from being viewed or recovered in the future.

To apply redactions:


2. SelectApply Redactions.

3. In the warning window, click OK if you want to remove the information. The redactions are applied.

4. In the message prompting you to examine the document for additional information, click Yes. This action finds hidden information, such as metadata, text, and comments, that could lead to an accidental disclosure.


5. Review the results and then click Remove.

6. ChooseFile>Save.Acrobatrenamesyourfileautomaticallywhenyousaveit.


AutomatingRedactionWorkflowsUsingActionsYoucanuseguidedActionsinAcrobatXtoautomatemanyofthestepsintheredactionprocess.WithguidedActions, users are automatically taken through each step and prompted as appropriate, ensuring process consistencyandminimizingtheuser’slearningcurveforAcrobat.Forexample,youcanhaveanActionthatperforms the following steps:

1. Prompts you to locate the documents to redact.

2. ConvertsthemtoPDF(forsupportedfiletypeslikeWordorExcel).

3. PerformsOCRonthedocument,ifneeded.

4. Prompts you to redact the document.

5. Applies the redactions.

6. Removes hidden information and metadata.

7. Reduces the file size of the document.

8. ChangesthefiletoanAcrobat5levelfile(PDF1.4),whichiscompatiblewithcourtfilingsystems.

9. Renames the file with the _redacted.pdf suffix.

10. Savestheredacteddocumentsinafolderofyourchoosing.

Downloadtheaboveexampleactionalongwithinstructions(Redaction_Action.pdf).

YouwillneedAcrobatXProtoruntheAction.

PDFfileincludes:

• Installationinformation

• EmbeddedAction

• InstructionsonhowtousetheAction

• Customizinginformation

Redaction_Action.pdf (674K)

http://blogs.adobe.com/acrolaw/files/2010/12/Redaction_Action1.pdf


Tips and tricks for advanced usersCreating custom redaction patternsAcrobatusesregularexpressions—oftenabbreviatedasREGEX—tofindpatterns.Aregularexpressionisacodepatternthatdescribestheattributesofthetextthatyouwanttofind.Forinstance,ifyouneedtofinduniquelypatternedaccountnumbers,youcanuseaREGEXtofindthepatternandmarkallaccountnumbersacrossmanydocuments.Forexample,forthepatternofthreealphabeticcharactersfollowedbythreedigits,theREGEXis\D\D\D\d\d\d.ThispatternwouldfindABC123,butnot123ABCorA12345.

Severalthird-partytoolsareavailableforbuildingregularexpressions.Forexample,RegexBuddy(www.regexbuddy.com)isaWindows-basedapplicationforcreatingandtestingregularexpressions.Italsocomeswithalibraryofprebuiltexpressionsforvariouspatterns,suchaspostalcodes,nationalIDs,andVATcountrycodes.

After you have created and tested a regular expression, you can add it to Acrobat.

Acrobat pattern files

AcrobatstoresredactionpatternsinanXMLfilecalledSearchRedactPatterns.xml.YoucaneditthefileinatexteditorlikeNotepad(Windows)orTextEdit(Mac).Beforemakingchanges,makeacopyofthefile.Youcanuseexistingpatternsasatemplate.Copythetextyouwanttomodifyandplaceitattheendofthefile,andthenmake the changes to create a new pattern.

Tip:It’seasiertoedittheXMLfileinanapplicationthatunderstandstags,suchasAdobeDreamweaver®or MicrosoftWord.

Creating a new pattern

To create a new pattern:

1. Quit Acrobat if it is open.

2. Findthesearchpatternfile:

• (WindowsXP) \DocumentsandSettings\<username>\ApplicationData\Adobe\Acrobat\10.0\Preferences\Redaction\<locale>\SearchRedactPatterns.xml

• (Windows7andVista) \Users\<username>\AppData\Roaming\Adobe\Acrobat\10.0\Preferences\Redaction\<locale>\ SearchRedactPatterns.xml

• (MacIntel) /Users/<username>/Library/Preferences/Adobe/Acrobat/10.0/Redaction/<locale>/ SearchRedactPatterns.xml

Can’t see the file on Windows? 1. IntheControlPanel,chooseFolder Options. 2. ClicktheView tab. 3. Double-clickHidden Files and Folders. 4. EnableShow hidden files and folders.

3. MakeabackupcopyoftheSearchRedactPatterns.xmlfile.

4. OpenSearchRedactPatterns.xmlinatexteditor.

http://www.regexbuddy.com

http://www.regexbuddy.com


5. Locateapatterntomodify.ThisexampleusesEntry4.

<setname=”Entry4”><strname=”displayName”><val>EmailAddresses</val></str><strname=”regEx”translate=”no”><val>([a-zA-Z0-9_])([a-zA-Z0-9_\-\.])*@([a-zA-Z\-])+\.([a-zA-Z\.]+)</val></str><strname=”examples”><val>Thispatternwillsearchforemailaddresses.

Forexample:[email protected][email protected]@marketing.acme.net</val></str></set>

6. Copytheblockoftextandplaceitjustbeforethelasttaginthefile:</asf>.

7. Edittheblock.

a. Givetheblockauniqueentrynumber.

b. Changethedisplayname.ThisnameappearsinAcrobat.

c. Editthepattern.

d. (Optional)Provideadescriptionandexamples.Althoughthisisoptional,itishelpfulforotherusers.

Careful!Donotdeleteanyquotes(““)orbrackets(<>). Onlyfillinbetweentheopening<val>andclosing<\val>tags.


Forexample,anewEntry6forCanadianSocialInsurancenumberslookslikethis:

<setname=”Entry6”><strname=”displayName”><val>CanadianSocialInsuranceNumber</val></str><strname=”regEx”translate=”no”><val>(\b)((\d{3}(-|\s|\.|_)\d{3}(-|\s|\.|_)\d{3})|(\d{9}))(\b)</val></str><strname=”examples”><val>Thispatternwillsearchfor9-digitCanadianSocialInsurancenumbers,eitherconsecutiveor3digitsplus3digitsplus3digits(separatedbypunctuationmarks).

Forexample:123-456-789123456789</val></str></set>

8. Savethefile.

9. Restart Acrobat.

10. ChooseView>Toolbars>RedactionandthenclicktheSearchandRedactbutton. The new pattern should be in the list.

I edited the file, but the patterns aren’t there! MakesurethatyoueditedthefileinthePreferencesfolder. There is an identical file one level up that is easy to grab by mistake.

Adding overlay text and exemption codes to a redaction markOverlaytextappearsontopofaredactionmarkandremainspresentafterredactionsareapplied.Theoverlaytextisusefulforgovernmentagenciesthatarerequiredtomakedocumentspublicortoplaceacodeorothermark on top of the redaction to meet agency guidelines.

To add overlay text to a redaction mark:

1. Createaredactionmark.

2. Right-click the redaction mark and choose Properties.

3. SelectUseOverlay Text.

4. In the Custom Text field, type the overlay text.

5. ClickOK.

16

To add an exemption code to a redaction mark:


2. Right-click the redaction mark and choose the appropriate custom exemption code that appears in the menu and the appropriate code.

3. Repeat for as many exemption codes as needed per redaction.

Creating custom exemption code setsYoucancreatecustomexemptioncodestoaddtoaredactionmark.


2. Right-click the redaction mark and choose Properties.

3. ClicktheEdit Codesbutton.

4. ClicktheAdd Setbutton.

5. Changethenameofthesetintheentryfield,andclicktheRename Setbutton.

6. ClicktheAdd Codebutton.

7. Changethenameofthecodeintheentryfield,andclicktheRename Codebutton.

8. Repeat step 7 for as many codes as needed.

9. ClickOK when you are finished.

Best practices summaryKeepinthemindthefollowingwhentakingonprojectsthatrequireredaction.

• Do not forget to apply redactions!Simplymarkingtextandgraphicsdoesnotactuallyremoveit.

• StreamlinetheredactionprocessusingAcrobatXActions.YoucanuseActionstodothefollowing:

– Prompt users to manually redact pages

– PerformWordListredaction

– Apply redactions

• CarefullyreviewscanneddocumentsbecauseOCRisnotafoolproofprocess.TheSearchandRedactfeaturefinds text only in searchable documents.

• Reviewalldocumentspriortosubmission.Atwo-personreviewteamcatchesmanymoreerrorsthanasingle person.

• Knowyourcourtrulesandjudge’sordersregardingredaction.Asktheclerkofthecourtforclarificationifyouneed more information.

• Don’tskiptheexaminedocumentstep.Inexperiencedusersmightonlycoverupinformationinelectronicsourcesandmistakenlybelieveitisredacted.TheExamineDocumentfeaturecandetectandfixtheseissues.

Adobe Systems Incorporated 345 Park Avenue SanJose,CA95110-2704 USA www.adobe.com

Adobe,theAdobelogo,andAdobeAcrobatareeitherregisteredtrademarksortrademarksofAdobeSystemsIncorporatedintheUnitedStatesand/orothercountries.Allothertrademarks are the property of their respective owners.

©2011AdobeSystemsIncorporated.Allrightsreserved.PrintedintheUSA.

91049010 5/11

Using redaction in Adobe® Acrobat® X - alnd.uscourts.gov · Adobe® Acrobat® X White Paper 8...

Documents

Transcript of Using redaction in Adobe® Acrobat® X - alnd.uscourts.gov · Adobe® Acrobat® X White Paper 8...