How do I set up a new Enterprise Policy Retention rule for my team?

As an administrator, access the account or group-level admin settings. Choose the option to define a new retention policy. Set the desired number of days for retention (e.g., 365 days for one year). Apply this policy to the specific group or account. This ensures documents are kept for the right amount of time.

Enforce Record Retention 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 define a standard transaction template and retention rule so files are stored…+

Work with IT to define a standard transaction template and retention rule so files are stored consistently across stores and auditors can retrieve them.

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

BImprove — “do it better”Draft the standard template with required fields (store, date, POS ID, totals), propose a…+

Draft the standard template with required fields (store, date, POS ID, totals), propose a 7-year retention rule, and include versioning and access roles so IT can implement consistent storage and auditors don’t find gaps during reviews.

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
Open Adobe Acrobat and sign in with your enterprise account credentials.
2
Locate the PDF document(s) subject to your organization's retention policy.
3
Right-click the file and select the option to move or copy it to your designated retention folder or workspace, as defined by your organization's policy.
Best practiceOrganizing documents in clearly labeled retention folders helps ensure compliance and simplifies audits.
4
If required, access File > Properties to view or add document metadata and custom fields for the appropriate retention period or policy identifier.
NoteSome organizations require metadata or custom fields to be set for retention tracking.
5
Go to Tools > Protect and set file permissions or password protection if your retention policy requires restricted access.
CautionEnsure you have the necessary permissions to modify document security settings.
6
Save and close the document to ensure all changes are applied.

In the appWith the API

You can use Acrobat's document properties to add retention metadata or notes for future reference.

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.

The real tasks

the one, listed here

Create standard templates and retention rules with IT so transaction records are stored consistently across stores.

FAQ

about this task

As an administrator, access the account or group-level admin settings.
Choose the option to define a new retention policy.
Set the desired number of days for retention (e.g., 365 days for one year).
Apply this policy to the specific group or account. This ensures documents are kept for the right amount of time.

Setting a 'terminal state' for document retention means the retention clock starts only when a document is finished. This makes sure that documents are kept for the correct time after they are no longer being changed, which is important for legal and business reasons.

If your company needs to follow HIPAA, Enterprise Policy Retention helps by allowing you to define specific retention times for sensitive documents. You can create policies that meet HIPAA's requirements for how long patient data must be stored, ensuring your organization stays compliant and avoids penalties.

Reusable password- or certificate-based policy sets are important for security because they allow administrators to apply consistent protection across many documents without setting each one individually. This saves time and reduces errors. Using passwords or certificates adds an extra layer of security, making sure only authorized people can change or remove these important retention rules, which helps maintain data integrity and compliance.

You can set a maximum retention period of 5475 days, which is 15 years, using Enterprise Policy Retention. This long period allows organizations to meet strict legal and industry requirements for keeping records over many years.

Enforce Record Retention

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources