Adobe Acrobat DC - E-Sign & Smart Scan Training

If you have a CDOT laptop, then it has Adobe Acrobat DC installed on it. On your CDOT laptop, in main Windows navigation menu, type Adobe Acrobat DC in the Type here to search field. For technical support with using Adobe Acrobat DC, contact the OIT Service Desk.

Yes. These are two different software applications. View the CDOT Guidance on E-Signatures for details.

You can use Adobe Acrobat DC to sign forms and records that require approval only.  On the CDOT Records Management page, refer to this CDOT Guidance on E-Signatures. Refer to the "All Other Records" column of this guidance.

Yes. There are records that you are not allowed to sign with Adobe Acrobat DC. On the CDOT Records Management page, refer to this CDOT Guidance on E-Signatures. View to the "DocuSign" and "Adobe Sign" columns of this guidance.

There is no charge when using Adobe Acrobat DC to e-sign documents.

"Smart Scanning" is a term used when describing the conversion of a PDF file to a PDF/A1b format. PDF/A1b is a variation of the PDF format that ensures an electronic record is accessible and secure for long term use.  CDOT requires that records that were scanned be converted using this technique from a regular PDF to the ISO compliant PDF/A1b format. 

CDOT requires permanent records that originated in paper and are scanned to be in PDF/A1b format.  Here are some easy guidelines to follow when trying to decide if you need to "Smart Scan" your records:

• Do the records have a legal retention period of longer than 3.5 years?  If you have questions on the retention of your records please check with the Records Management team.

• Are these records vital to your division, unit or program?  Are they records that need to be retained for reference or business needs?

• Full text search ability is desired.

No. There are no restrictions on smart scanning documents.

However, keep in mind that CDOT does not require contracts to be in PDF/A1b format. Also, if records are electronically stored in OnBase, there is no need to be in PDF/A1b format for archiving; however, it is still valuable if full text search is desired. 

It is more difficult to put a file that has been electronically signed into PDF/A1b format, due to the ability of being able to hover over the signature and verify its authenticity.  If there is an issue with converting or archiving a record, please contact the Record Management Program.