If you’re collecting sensitive information—things like Social Security numbers, health data, or financial details—you can’t afford to get sloppy. One breach, and you’re in a world of hurt. This guide is for anyone who needs to use forms for sensitive data and wants to do it right using Adobesign. We’ll walk through the setup, highlight what actually matters for security, and flag the stuff that’s more marketing than substance.
Who Should Use Adobesign for Sensitive Data?
Adobesign is built for collecting signatures and form data securely, and it ticks a lot of compliance boxes (think HIPAA, SOC 2, GDPR). If you’re in legal, HR, healthcare, or finance—anywhere you need to keep data locked down—it’s a solid option.
But let’s be real: there’s no magic tool that solves every problem. Adobesign helps, but you still need to set things up carefully, train your team, and avoid some easy-to-miss pitfalls.
1. Decide What You Actually Need to Collect
Before you even open Adobesign, get clear on what info you truly need. Ask yourself:
- Do I really need this piece of sensitive info, or is it just habit?
- Could I collect it in a less risky way?
- How will I store and use this data after collection?
The less data you collect, the less you have to protect. Regulators (and common sense) love this.
Pro tip: If you can avoid collecting things like full SSNs, do it. If you must, minimize who can see them.
2. Use the Right Type of Adobesign Form
Adobesign offers a couple ways to collect data:
- Web forms (also called “web forms” or “widgets”): These let you share a link for anyone to fill out. Good for volume, but riskier for sensitive info.
- Send for signature: You send a form directly to a specific person’s email for them to fill and sign. Better audit trail and access control.
For sensitive data, always prefer sending directly to recipients. Don’t use public web forms for anything you wouldn’t want leaked.
3. Build Your Form Securely
Here’s how to set up a secure form in Adobesign:
a. Start a New Agreement or Template
- Log in, click “Create Template” or “Send for Signature.”
- Use templates for forms you’ll reuse (like onboarding or disclosures).
b. Add Form Fields
- Drag and drop only the fields you absolutely need.
- Mark sensitive fields as “Required” only if you must. Optional fields reduce risk.
- Use field labels that are clear but don’t overshare. For example, “Tax ID” instead of “Social Security Number (full, no dashes, this is for background check, etc.).”
c. Set Access Authentication
Don’t just rely on email links. Adobesign lets you add extra authentication:
- Password: Set a password you share separately.
- Phone authentication: Require the signer to enter a code sent via SMS.
- Knowledge-based authentication (KBA): For high-risk stuff, this checks ID against public databases (mostly US-only, extra cost).
What works: SMS or password authentication add a real layer of security. KBA is decent, but can frustrate users and isn’t foolproof.
What to ignore: “Email authentication” alone isn’t enough. Email gets hacked all the time.
d. Enable Notifications and Audit Trails
- Make sure the “Audit Report” option is on. This produces a full log of who did what, when.
- Turn on notifications for when forms are viewed, signed, or completed.
Why it matters: If there’s ever a question or a breach, you’ll want evidence.
e. Set Document Expiration
- Use the “Expiration” settings so links don’t stay live forever.
- For ultra-sensitive info, set forms to expire after a few days.
4. Share and Collect Securely
How you send out the form matters just as much as how you build it.
- Send directly to recipient emails. Avoid posting links in Slack channels, websites, or anywhere public.
- Don’t use generic shared inboxes (like “hr@company.com”) for receiving completed forms.
- Communicate separately (call, secure chat) to share passwords if you use password authentication.
If you need someone to provide supporting documents (like an ID scan), have them upload directly through a secure field—not email.
5. Store and Access Completed Forms Safely
Once you’ve collected sensitive data, don’t let your guard down. Here’s what to do next:
- Use Adobesign’s built-in storage—it’s encrypted and access-controlled.
- Limit who can access completed forms. Set permissions so only the right people can view or download them.
- Avoid downloading forms unless absolutely necessary. Local copies are easier to lose or mishandle.
- If you must download, store in an encrypted drive or a secure document management system, not a public folder or your desktop.
Pro tip: Set retention policies. Delete forms when you no longer need them.
6. Train Your Team (and Yourself)
The best tools won’t save you from human error.
- Share basic do’s and don’ts with your team: no forwarding forms, no reusing passwords, no storing downloads in random folders.
- Spot-check usage. Make sure people are following the playbook.
- Stay updated. Adobesign adds features and changes settings—review them every few months.
7. Watch Out for Common Pitfalls
Even if you follow every step above, there are still some traps:
a. Overcollecting Data
Don’t let forms balloon into asking for everything under the sun. Every extra field is extra risk.
b. Relying on Email Alone
Email is not secure, period. Always use extra authentication for anything sensitive.
c. Failing to Monitor Access
If you let completed forms sit in shared folders, someone will eventually access them who shouldn’t. Audit permissions regularly.
d. Not Testing Your Process
Before rolling out to real users, run through the process yourself. Try to break it. Make sure the form is clear, authentication works, and you can retrieve (and delete) data as needed.
8. Know When to Use Something Else
Adobesign is great for signatures and simple form data, but it’s not a full-blown secure portal or case management system. If you need:
- Custom workflows
- Complex conditional logic
- Ongoing client communication
- Secure storage for large files
…then Adobesign might not be enough. Don’t force it to do what it’s not designed for. Sometimes a dedicated secure portal or industry-specific tool is a better fit.
9. Compliance and Legal Stuff: Don’t Assume, Double-Check
Adobesign markets itself as compliant with a bunch of standards, but your use case might have extra requirements. Always:
- Check with your legal/compliance team before collecting things like health or financial data.
- Review Adobesign’s compliance documents, but don’t take them as gospel for your situation.
- If you need to sign a Business Associate Agreement (for HIPAA), make sure you do—just using Adobesign isn’t enough.
Wrapping Up: Keep It Simple, Stay Vigilant
Collecting sensitive information isn’t rocket science, but it does require common sense and discipline. Use Adobesign’s security features, don’t overcomplicate your forms, and regularly review your process. If you’re not sure about something, ask someone who knows—or better yet, leave it out. The safest data is the data you never collect.
Now go get it done—securely.