Rick’s Guide to using Redaction in Acrobat X Pro. Redaction is the permanent deletion of data fromdocuments. In the past, markers were used to black out information on documents. These days, it simply doesn’t make sense to print out a document to redact it. The process is slow, expensive and inefficient. Law firms, government agencies and corporations around the world rely on Adobe Acrobat to safely and permanently remove content from the data stream of the documents.

Adobe first offered redaction tools starting with Acrobat 8 and redaction capabilities have continued to improve with each new release. New Redaction Features in Acrobat XRepeat Redaction Mark across Pages. Useful for redacting headers and footers from documents. Right- click to apply Exemption Codes.

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Add case codes and privacy codes as overlay text to redaction marks. Ability to apply multiple Exemption Codes.

Multiple exemption codes may be listed on a redaction mark. Partial Pattern Redaction. Use this feature to mark part of a pattern for redaction. For example, you could mark part of a Social Security Number or Credit card number. Useful for cases where you need to identify individuals in part of a case without revealing personal identifying information.

Set Color and Opacity for Redaction Marks. In Acrobat 9 and earlier, redaction marks (during review, prior to being applied) always displayed with a red border. In Acrobat X, you can set the appearance to be, for example, 5. Comments Panel. The Comments Panel now indicates the Overlay Text or Exemption code for the redaction mark. So, you want to redact some files.

How do you get started? To help, I bring you Rick’s Guide to Using Redaction in Acrobat X Pro. Topics Covered. Redaction Workflow.

Adding, Previewing and Deleting Redaction Marks. Changing the Appearance of Redactions. Working with Multiple Redactions. Applying Redactions to permanently delete content.

Using an Action to Automate the Redaction Process. Redaction Workflow – Important! It’s critical to understand the redaction workflow in Acrobat which is: Mark items to be redacted. Review marked items. Apply Redactions (Removes the information from the document)You must Apply Redactions to Remove Information. Marking items merely indicates that you want to remove the information.

You MUST Apply Redactions to permanently remove information from the document. Suggested Workflow.

Step 1: Set Redaction Preferences. Automatically Copy Text into the Sticky Note for a Redaction. Redactions exist as a type of annotation until you apply them which permanently removes the information. This preference is handy during review since it copies text into the sticky note. Choose Edit—> Preferences (Windows) or Acrobat—> Preferences (Mac)Select the Commenting category from the list on the left: Enable the check box labeled “Copy Selected Text into Highlight, Crossout, and Underline comment pop- ups.

Click OKFor example, let’s say you wanted to redact a date. When you select text using the Mark for Redaction tool, the text will automatically be copied into the sticky note: Step 2: The Basics: Adding, Previewing and Deleting Redactions. The tool you will use for almost all of your work is the Mark for Redaction tool. To find the Mark for Redaction tool .

Select the text to mark it for redaction. Tip: Did you select too much? Hit CTRL- Z to undo the redaction. To Redact a Graphic or Image. Select the Mark for Redaction Tool. Place the cursor over an image or if no objects are present, across hair cursor (+) appears.

Draw a rectangular selection area to redact. Anything found within the area— images, text, vector objects— will be “cut out” and redacted. Force an Area Redaction. Sometimes it can be difficult to select text properly. You can force Acrobat to present the crosshair for an area redaction by holding down the CTRL key. Previewing a Redaction. Using the Mark for Redaction tool, you may preview the redacted item.

Select the Mark for Redaction tool. Hover over a redaction mark to preview it. Deleting a single Redaction Mark. Until you click the Apply Redactions button, the redaction marks are editable. To delete one, hover over it and click. You’ll see some subtle animation around the edges. Hit the DEL key to delete the redaction.

Changing the Appearance of Redactions. By default, redactions appear as solid black rectangles. The default appearance serves most folks just fine, but may be customized: To change the appearance of a redacted item, right- click and choose Properties. Options below are referred by number: Set the color of the redaction here.

This is the appearance of the redaction after it is applied. You may also choose “no color” as an option. You may have overlay text on top of the redaction. Choose typeface for overlay text. Set font size for overlay text.

Auto- size scales the text to fit the width of the redacted area. Enable to repeat overlay text on the redaction mark. Set alignment of overlay text. Type in custom text to appear on top of the redaction. Note: Will only be available if “Use Overlay Text” is checked. Enable to repeat the text over the redacted area.

This field displays Redaction Codes entered using the Code Sets below (1. Note: You cannot type into this field Redaction Codes. Redaction codes pre- defined sets of text used to denote the reason or statute under which the redaction was made. Acrobat Pro includes two pre- populated sets— U. S. FOIA (Freedom of Information Act) and U.

S. Privacy Act. You can also create and save your own sets. Set the Outline Color for the Redaction Mark. Sets the color of the comment mark before the redaction is applied. To change the default appearance of all redaction marks: Use the Mark for Redaction tool to create a redacted item. Right- click and choose Properties to change the appearance. Click OK. Right- click on the item and choose “Make Current Properties Default”Working with Multiple Redactions(Delete or change Properties)Acrobat’s Comments Panel offers a list view of all of the Redaction marks in the document. From the Comments Panel, you can delete or change the properties of many redaction marks at a time.

Open the Comments Panel, then twirl down the Comments List section. Select one or more comments, then right- click and choose Properties. Working in the Comments Panel. You can select a comment (Redaction mark in this case) by clicking on any of the items in the list. Hold down the CTRL key if you need to select a discontinuous range of comments.

To select all of the redaction marks: Select the first item in the list. Scroll to the bottom of the list. Press SHIFT and select the last comment. To delete a Redaction mark: Hit the DEL key (or choose Delete from the pop- up menu) to delete any selected comments.

To change the properties of one or more comments. Make a selection then, right- click and choose Properties.

Search and Redact. Acrobat X Pro Search and Redact feature may be used to search intelligently for: Single text strings. Multiple text strings. Patterns such as Social Security numbers.

If you click on the result, you can preview the word in the PDFClick Mark Checked Results for Redaction to mark the words found. Searching and Marking Multiple Words. Acrobat X can search for and mark multiple words simultaneously.

Here’s how: Click Search and Remove Text in the Protection Panel. In the Search window, click Arrange Windows if necessary. In the Where would you like to search area, select In the current document or to browse to folder of files to perform cross- document search. Search for area, choose Multiple Words or Phrase. The Words and Phrases to Search and Redact window opens– Enter each word you wish to search for and click Add(Optional) Import a list of words. Click OK Acrobat will search through the document(s) and place a redaction mark on all words found. Using Pattern- based Redaction.

Acrobat can use pattern recognition to find information that varies such as: Phone Numbers. Credit Card Numbers. Social Security Numbers. Email Addresses. Dates.

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