How do I set up a new Retention Policy in Acrobat?

Log in as an administrator to access the retention settings. Navigate to the security policies section. Choose to 'Design Retention Policies' or 'Define Retention Policy'. Set the desired number of days for retention, up to 15 years. Select if the policy will be password-based or certificate-based. Apply these new policies to your documents.

Implement Retention Rules in Adobe Acrobat — How-to & AI prompts

AI prompts

2 ways to ask · copy any one

AExecute — “help me do it”Meet with [contact=IT Lead Morales] to discuss implementing standardized electronic intake…+

Meet with [contact=IT Lead Morales] to discuss implementing standardized electronic intake forms and retention rules for CNA patient care notes; bring examples of current paper forms and a list of mandatory fields for compliance.

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

BImprove — “do it better”Before the IT meeting, prepare documentation to speed decisions: show which fields are legally…+

Before the IT meeting, prepare documentation to speed decisions: show which fields are legally required, which can be auto-filled, examples of current note variations causing errors, and recommended retention periods so IT can build a usable template without repeated clarifications.

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 with an account that has administrative privileges.
2
Navigate to the Users section to review and confirm the list of users or groups you want to manage.
3
Export the current user or group list as a CSV file if you plan to apply retention rules via bulk import.
Best practiceUsing CSV import allows you to efficiently manage large numbers of users and minimizes manual errors.
4
Open Acrobat Sign settings or navigate to the retention policies area within the Admin Console.
5
Select the option to create a new retention rule or update an existing rule, specifying the desired retention period and policy settings.
CautionEnsure your retention policy aligns with your organization's compliance and data governance requirements.
6
If using CSV import, prepare your CSV file to include the users or groups and the retention rule to be applied.
7
Import the CSV file or, if working in the UI, select multiple users or groups and apply the retention rule to all selected.
8
Review the list of affected users or groups to confirm the retention rule has been correctly applied or updated.
Best practiceAfter applying changes, use the filtering and reporting features to audit retention policy assignments across your user base.

In the appWith the API

You can use the Admin Console’s bulk import feature to quickly apply retention rules to many users at once.

The Acrobat Sign API offers endpoints for managing users and groups, but retention rule assignment is typically managed via the Admin Console or CSV import.

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.

The real tasks

the one, listed here

Work with IT leadership to implement standardized electronic forms and retention rules for patient care notes.

FAQ

about this task

Log in as an administrator to access the retention settings.
Navigate to the security policies section.
Choose to 'Design Retention Policies' or 'Define Retention Policy'.
Set the desired number of days for retention, up to 15 years.
Select if the policy will be password-based or certificate-based.
Apply these new policies to your documents.

A Retention Policy is a rule that dictates how long documents or data must be stored. It's crucial for your business because it helps you meet legal and industry compliance standards like HIPAA or PCI DSS. By having clear policies, you avoid penalties, manage storage efficiently, and ensure important information is available when needed, especially for audits or legal discovery.

Acrobat's Enterprise Policy Retention helps your company comply with ISO 27001 by allowing administrators to define strict rules for how long documents are kept. ISO 27001 requires robust information security management, and these retention policies ensure that sensitive data is not kept longer than necessary, reducing risk, and that it's properly secured with password or certificate protection during its lifecycle. This systematic approach supports your overall information security framework.

The facts suggest 'Design Retention Policies' involves the initial planning and creation of new policy frameworks, while 'Define Retention Policy' likely refers to setting the specific details, such as the exact retention period (e.g., 5475 days) and security methods (password/certificate), for an already designed policy. Both actions are part of an administrator's role in setting up document retention rules.

Regular users cannot set document retention rules because these rules are part of an organization's overall data governance and security strategy. Retention policies are set at an account or group-level by an administrator. This ensures consistency, compliance with legal requirements, and prevents individual users from accidentally or intentionally altering critical data retention periods, which could lead to legal or financial problems for the company.

Implement Retention Rules

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

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