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

Log in as an administrator to access the system settings. Navigate to the 'retention policy' section in the admin panel. Choose the desired retention period (e.g., 5 years). Apply this policy to specific accounts or groups. Ensure the policy is active and will apply when documents reach their final state.

What is the difference between a reusable security policy and a one-time password protection for a PDF?

Feature Reusable Security Policy One-Time Password Protection. Setup Set by admin, applies to many documents. Set by user for a single document. Management Centralized, can be updated easily for all files. Individual, must be set for each file separately. Use Case Company-wide rules for document classes. Quick protection for an individual file. Complexity More complex to set up, but saves time later. Simple to apply, but not efficient for many files.

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

AI prompts

1 way to ask · copy any one

DBecome — “help me grow”We get pulled into audits because our retention rules are inconsistent and permissions scatter…+

We get pulled into audits because our retention rules are inconsistent and permissions scatter approvals. Recommend a practical retention schedule and access matrix for plan approvals that meets legal, audit, and staff needs, identify the governance step to adopt it, and the single metric to show faster retrieval times for legal requests.

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.

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.

Who does this

3 roles

IT AdministratorEnterprise Storage ManagerCompliance Officer

FAQ

about this task

Log in as an administrator to access the system settings.
Navigate to the 'retention policy' section in the admin panel.
Choose the desired retention period (e.g., 5 years).
Apply this policy to specific accounts or groups.
Ensure the policy is active and will apply when documents reach their final state.

A security policy in Acrobat helps protect documents by setting rules for access and use. It is important because it ensures sensitive information stays private and meets legal requirements. For example, policies can require passwords or certificates, preventing unauthorized people from opening or changing files. This keeps your company's data safe and helps you follow compliance standards like HIPAA.

If your company needs to follow PCI DSS 3.0, Acrobat's retention policy helps by letting you set strict rules for how long payment-related documents are kept. You can define a specific retention period, ensuring that sensitive data is not stored longer than necessary. This helps you meet the data retention requirements of PCI DSS 3.0, reducing risks and maintaining compliance.

Feature	Reusable Security Policy	One-Time Password Protection
Setup	Set by admin, applies to many documents.	Set by user for a single document.
Management	Centralized, can be updated easily for all files.	Individual, must be set for each file separately.
Use Case	Company-wide rules for document classes.	Quick protection for an individual file.
Complexity	More complex to set up, but saves time later.	Simple to apply, but not efficient for many files.

It is important to coordinate with IT when setting up retention policies because they manage the overall system. They ensure that new policies work with existing systems and other company rules. IT can help with technical setup, troubleshoot issues, and make sure policies meet all security and compliance needs. This teamwork prevents problems and makes sure your documents are protected correctly.

Balanced Retention And Access Rules

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

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