Review archive folder [folder=2012–2016] and mark records required under retention rules for secure long‑term storage,…
Open Adobe Acrobat and sign in with your enterprise account credentials.
Locate the PDF document(s) subject to your organization's retention policy.
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.
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.
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.
Save and close the document to ensure all changes are applied.
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.
A Retention Policy is a rule that dictates how long your documents must be stored and how they are secured. It matters because it helps your organization meet legal and industry requirements, such as HIPAA or PCI DSS, by ensuring sensitive data is kept for the correct duration and protected from unauthorized access. Without clear policies, you risk fines and security breaches.
If your company needs to follow HIPAA rules, Acrobat's Retention Policy helps by letting administrators define specific periods to keep patient records, often 6-10 years. It ensures these documents are protected with password or certificate security and are only applied at their final, unchangeable state. This helps meet HIPAA's strict requirements for data privacy and security of protected health information.
While both relate to stored documents, a 'Retention Policy' defines *how long* documents must be kept and how they are secured during that time. An 'Archive Access Policy' would typically define *who* can access archived documents and *under what conditions*. The Retention Policy is about the lifespan and protection, while Archive Access focuses on permissions for old, stored files.
It's important for Retention Policies to be applied at a document's 'terminal state' because this means the policy only starts when the document is final and complete. This prevents the retention clock from starting on drafts or incomplete versions, ensuring that the official, final record is kept for the full required period without confusion or early deletion.