How do I set up a new retention policy in Acrobat?

First, you need admin access to Acrobat's security settings. Then, use the Enterprise Admin Guide to find the section on creating security policies. You will define the retention period (how many days to keep files) and other security settings. Apply this policy to specific user groups or accounts. This policy will then automatically apply to documents in their terminal state.

Define Retention Standards in Adobe Acrobat — How-to & AI prompts

AI prompts

2 ways to ask · copy any one

AExecute — “help me do it”Define and upload the [project document templates] to the [project library] and set [retention…+

Define and upload the [project document templates] to the [project library] and set [retention rules] so site teams use consistent forms and the archive stays compliant.

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

BImprove — “do it better”Standardize the templates with required metadata, include an example filled form for each…+

Standardize the templates with required metadata, include an example filled form for each template, set retention periods and naming conventions, and notify site teams of the new library so compliance is immediate and consistent.

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
Review all applicable regulatory, legal, and industry retention requirements for your organization's documents and agreements.
CautionRetention policies must address legal, regulatory, and business requirements, not just privacy.
2
Map document types and workflows in Acrobat Sign to the identified compliance requirements.
3
Log in to the Adobe Acrobat Sign Admin Console with administrator privileges.
4
Navigate to the retention policy configuration area for your Acrobat Sign account.
5
Define retention rules at the group level to support different business units or compliance needs.
Best practiceGroup-level rules allow you to align retention with department-specific or jurisdictional requirements.
6
Set the retention period for each group or document type, specifying the number of years or months documents must be retained after reaching a terminal state (completed, canceled, or expired).
NoteRetention policies are enforced after agreements reach a terminal state.
7
Enable automatic deletion or archival of documents upon expiration of the retention period, according to your compliance strategy.
8
Document your retention rules and schedules in your organization's policy repository.
9
Communicate the retention policy and procedures to all relevant stakeholders and provide training as needed.
Best practiceClear communication and documentation help prevent accidental deletion or noncompliance.
10
Regularly review and update retention policies to reflect changes in regulations or business processes.
Best practicePeriodic audits ensure ongoing compliance and can reveal gaps in policy enforcement.

In the appWith the API

Retention policies in Acrobat Sign are configured in the Admin Console and applied automatically after agreements reach a terminal state.

Retention rules can be managed via the Acrobat Sign REST API using the /accounts/{accountId}/retentionPolicies endpoint.

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.

AdminA person who has special rights to manage settings and rules for an account or group.ExampleThe Admin can change user permissions and reset passwords for everyone on the team.

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.

The real tasks

the one, listed here

Define the document retention and template standards so site teams use consistent forms and the corporate archive stays compliant.

FAQ

about this task

First, you need admin access to Acrobat's security settings.
Then, use the Enterprise Admin Guide to find the section on creating security policies.
You will define the retention period (how many days to keep files) and other security settings.
Apply this policy to specific user groups or accounts.
This policy will then automatically apply to documents in their terminal state.

A reusable policy set is a collection of security rules, like retention periods and password protection, that you can create once and then apply to many different documents or groups. This saves time and ensures consistent security across your organization.

Acrobat supports Microsoft Purview Information Protection (MPIP). This means you can use your existing MPIP settings to manage document retention and security directly within Acrobat. It helps ensure that your Acrobat documents follow the same data governance rules you've set up in Microsoft Purview, making compliance easier and more consistent across different platforms. You should refer to the specific Adobe help documentation for integrating MPIP with Acrobat.

Defining retention standards is important for several reasons. It helps your organization follow legal and industry rules, like HIPAA or PCI DSS, which require data to be kept for specific times. It also helps manage storage space by ensuring old, unneeded files are deleted. Finally, it protects sensitive information by making sure it's not kept longer than necessary, reducing risks.

You can set a retention period for documents in Acrobat Security Policies for up to 5475 days. This is equivalent to 15 years. This flexibility allows organizations to meet various long-term compliance requirements for their digital documents.

Define Retention Standards

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

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