PDF Security Checklist for Sharing Sensitive Documents — free resource from DollarWise

1. Confirm the document actually needs to be shared, and with exactly whom
2. Remove tracked changes, comments, and annotations before sharing
3. Delete document metadata: author name, creation software, and edit history
4. Remove hidden layers, embedded files, and attachments inside the PDF
5. Redact sensitive text properly — never just cover it with a black box
6. After redaction, verify no text can be selected or copied from redacted areas
7. Check headers, footers, and watermarks for sensitive details
8. Remove form field data and saved form responses you do not intend to share
9. Flatten the PDF so interactive elements cannot reveal hidden content
10. Set a strong open password (at least 12 characters, mixed types)
11. Set permissions to prevent editing, copying, and printing where appropriate
12. Use 256-bit AES encryption when your PDF tool offers it
13. Apply a visible watermark with the recipient's name on confidential copies
14. Add an expiry date or revoke access for time-sensitive documents
15. Double-check the recipient's email address or account before sending
16. Send the password through a separate channel, never with the file
17. Prefer a secure file-sharing link with access controls over email attachments
18. Set link permissions to specific people, not 'anyone with the link'
19. Enable download restrictions or view-only access when possible
20. Confirm the file opens correctly and shows only what you intended
21. Ask the recipient to confirm receipt through a separate message
22. Log what was shared, with whom, and when, for your own records
23. Set a reminder to revoke or expire the link after its purpose is served
24. Ask the recipient to delete their copy once it is no longer needed
25. Store your own master copy in an encrypted folder, not on a shared drive
26. Review who still has access during a quarterly access audit
27. Use two-factor authentication on the account hosting the shared file
28. Avoid public Wi-Fi when sending or opening sensitive documents
29. Keep your PDF software updated so encryption stays current
30. When in doubt, share only the pages the recipient actually needs