How do I set up Enterprise Policy Retention for my team's documents?

First, log in as an administrator for your account or group. Navigate to the admin settings for retention policies. Define the length of time documents should be kept, up to 15 years. Apply these policies to documents when they are finished.

What is the difference between Enterprise Policy Retention and simply deleting old files manually?

Feature Enterprise Policy Retention Manual Deletion. Method Automated, admin-set rules User decides and performs deletion Consistency Standardized across groups/accounts Varies by individual user Compliance Designed to meet regulations (HIPAA, PCI DSS) No built-in compliance assurance Security Policies can be password/certificate-based Depends on user's care

Archive Project Sets in Adobe Acrobat — How-to & AI prompts

AI prompts

2 ways to ask · copy any one

AExecute — “help me do it”Work with IT to archive completed project sets: apply the firm retention [metadata], save the…+

Work with IT to archive completed project sets: apply the firm retention [metadata], save the files to [drive=Google Drive] archive, and configure webhooks to notify the records [team] when projects hit retention milestones.

when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

BImprove — “do it better”Before archiving, define retention rules and searchable metadata fields, run a pilot on three…+

Before archiving, define retention rules and searchable metadata fields, run a pilot on three closed projects to confirm retrieval and access controls, configure webhooks for lifecycle events, and provide IT a checklist so archived projects are both retrievable and secured under firm policy.

when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

How to do it

the tool · the steps · what to avoid

1
Sign in to the Adobe Admin Console using your administrator credentials.
2
Navigate to the storage management section in the Admin Console.
3
Select the option to manage individual user folders from the available storage management options.
4
Locate and select the retention policy option.
5
Choose whether to retain inactive user folders permanently or set a custom retention period (e.g., 30, 90, 365 days).
CautionSetting a shorter retention period will result in automatic deletion of user content after the specified time.
6
Confirm and save your retention policy settings.

In the appWith the API

You can view and manage retention settings for both active and inactive user folders directly in the Admin Console under Storage.

This runs in the Acrobat app - there is no separate API for this task.

Glossary

words on this page

Retention PolicyA set of rules that decides how long documents are kept and how they are handled.ExampleOur company's retention policy states that all invoices must be kept for seven years.

Terminal StateThe final stage of a document, after which no more changes are expected.ExampleOnce approved and archived, the contract reached its terminal state, meaning no further edits were allowed.

ComplianceFollowing the rules or laws about how something should be done.ExampleEnsuring compliance means all invoices meet the company's financial record-keeping standards.

Who does this

3 roles

IT AdministratorEnterprise Storage ManagerCompliance Officer

FAQ

about this task

First, log in as an administrator for your account or group.
Navigate to the admin settings for retention policies.
Define the length of time documents should be kept, up to 15 years.
Apply these policies to documents when they are finished.

Enterprise Policy Retention is a system that lets administrators set rules for how long documents are stored and protected. It matters for document security because it ensures sensitive information is kept for the required time, then properly archived or deleted. This helps companies follow legal rules like HIPAA and PCI DSS, protecting data from unauthorized access or accidental loss.

Enterprise Policy Retention can help by allowing your administrator to create a specific policy that keeps financial records for exactly 7 years. This policy can be set to apply automatically to all financial documents once they reach their final state, ensuring that your company meets its legal obligations without manual tracking for each document.

Feature	Enterprise Policy Retention	Manual Deletion
Method	Automated, admin-set rules	User decides and performs deletion
Consistency	Standardized across groups/accounts	Varies by individual user
Compliance	Designed to meet regulations (HIPAA, PCI DSS)	No built-in compliance assurance
Security	Policies can be password/certificate-based	Depends on user's care

It is important to coordinate with IT when setting up Enterprise Policy Retention because they manage the overall system infrastructure and security. They can ensure that the retention policies align with the company's IT security policies, data storage solutions, and network configurations. This collaboration helps avoid technical conflicts and ensures smooth implementation and proper data governance.

Archive Project Sets

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources