How do administrators set up document retention policies?

First, an account or group administrator logs into the system. Then, they define the retention period, which can be from 1 day to 15 years. Next, they create reusable security policy sets, often using passwords or certificates. Finally, these policies are applied to documents when they reach their final saved state. Administrators should consult the Enterprise Admin Guide for detailed instructions.

Apply Retention And Access in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

CDecide — “help me choose”Our compliance lead flagged inconsistent retention on active project folders and wants a…+

Our compliance lead flagged inconsistent retention on active project folders and wants a standard applied this week. I’m responsible for the projects and worry about locking files that contractors or the [client] still need. Explain how to apply retention and access rules so [client] data remains accessible for construction and warranty but satisfies compliance, and write the brief instruction I should send to project leads explaining the change and who to contact for exceptions.

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.

AdministratorA person with special permissions to manage settings and rules for accounts or groups.ExampleThe administrator reset your password when you forgot it.

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.

Who does this

3 roles

IT AdministratorEnterprise Storage ManagerCompliance Officer

FAQ

about this task

An Enterprise Retention Policy in Acrobat is a set of rules for how long documents are stored and who can access them. It helps organizations meet legal and business needs by automatically managing document lifecycles and ensuring security compliance. These policies are set by administrators, not individual users.

First, an account or group administrator logs into the system.
Then, they define the retention period, which can be from 1 day to 15 years.
Next, they create reusable security policy sets, often using passwords or certificates.
Finally, these policies are applied to documents when they reach their final saved state.
Administrators should consult the Enterprise Admin Guide for detailed instructions.

Using Enterprise Retention Policies is important because it helps organizations follow legal requirements like PCI DSS 3.0 or HIPAA. It also makes sure sensitive information is protected and only seen by authorized people. This reduces risks and keeps company data organized and secure over time.

If your company needs to meet ISO 27001 standards, Acrobat's retention policy helps by providing a structured way to manage document security and access. The policies ensure that documents are protected with password or certificate-based security, and their retention periods are defined, which are key aspects of information security management systems like ISO 27001. This helps in proving compliance during audits.

An Enterprise Retention Policy is a broad, system-level rule set by an administrator that governs how long documents are stored and who can access them across an organization, often for compliance. A standard document password, however, is typically set by an individual user on a single document to restrict access. The retention policy is more about long-term data governance and automated control, while a password is a direct, manual access control.

Apply Retention And Access

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources