Overview
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Using Adobe Acrobat with Sensitive Data: What You Need to Know
Adobe Acrobat can be used to view, edit, create, and save PDF files locally on your computer or approved University storage. However, some Acrobat features use Adobe cloud services to store, share, analyze, or process document content. When working with sensitive or restricted information, it is important to understand which features are appropriate to use and which should be avoided.
Local Use
The Acrobat desktop application may be used locally for activities such as:
- Opening and viewing PDFs
- Editing PDFs
- Adding comments and markups
- Completing forms
- Creating, combining, organizing, or exporting PDFs
- Printing PDFs
- Saving files to approved local or University-managed storage
Features to Avoid When Working with Sensitive Data
The following features use Adobe-managed cloud services and should be considered cloud-based:
- Adobe Document Cloud storage, syncing, sharing, and collaboration
- Acrobat online tools and web services
- AI-powered features, including AI Assistant, Generative Summary, and PDF Spaces
- Adobe Express integrations (features that connect Adobe Acrobat to Adobe Express, Adobe's online design and content-creation service.)
- Acrobat mobile and web applications
- Sharing documents through links or the Acrobat Share feature
- Certain integrations with Microsoft 365, Teams, Outlook, SharePoint, and OneDrive
When these features are used, document content, including sensitive or restricted information, may be sent to Adobe cloud services for processing, storage, sharing, or other online functionality.
Guidance for Sensitive Documents
When documents contain sensitive or restricted information:
Do:
- Use the Acrobat desktop application for routine PDF work.
- Store documents on approved local or University-managed storage locations.
- Limit document sharing to approved University tools and processes.
Do Not:
- Upload files to Adobe Document Cloud.
- Share documents using Acrobat links or the Share feature.
- Use AI Assistant, Generative Summary, PDF Spaces, or other AI-powered features.
- Use Adobe Express with sensitive documents.
- Use Acrobat online tools or web-based workflows.
- Allow documents to be uploaded, analyzed, summarized, or processed through Adobe cloud services.
Administrative Controls
To support local-only document processing, the University can restrict access to:
- PDF Services
- Adobe Acrobat AI
- Adobe Express
Additional controls may also be applied to limit document sharing and collaboration features.
Important Note
Even when Acrobat is used only for local document processing, the application may still connect to Adobe for licensing, activation, software updates, diagnostics, and related support functions.
Local-only use means document content is not intentionally stored, shared, or processed through Adobe cloud services. It does not mean Acrobat operates completely offline.