How do I set up a new retention policy for my team's documents?

First, log in as an administrator to your account or group settings. Next, find the section for 'retention policies' or 'security policies'. Then, choose how many days (1-5475) documents should be kept. Also, decide when the policy should start, usually when a document is in its 'terminal state'. Finally, save your new policy and link it to the relevant documents or groups.

What is the difference between a retention policy and an archive access policy?

Policy Type What it does. Retention Policy Sets how long documents are stored before they can be deleted. Focuses on the lifespan of data. Archive Access Policy Determines who can view or use documents that have been moved to an archive. Focuses on security for stored data.

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

AI prompts

1 way to ask · copy any one

CDecide — “help me choose”Our IT security lead asked me to define retention and access rules for contracts so they can…+

Our IT security lead asked me to define retention and access rules for contracts so they can implement controls. I know what annoys procurement and what sales needs during renewals, but I don't want policies that block legitimate access. Recommend retention periods and access levels that protect pricing and PII while allowing sales and CSM to operate, and explain the trade-offs so IT understands the business impact.

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

Enterprise Policy Retention is a system for setting rules about how long your company's documents are stored and who can access them. It matters because it helps your company follow important laws and security standards, like HIPAA or PCI DSS. This prevents legal problems and keeps sensitive information safe.

First, log in as an administrator to your account or group settings.
Next, find the section for 'retention policies' or 'security policies'.
Then, choose how many days (1-5475) documents should be kept.
Also, decide when the policy should start, usually when a document is in its 'terminal state'.
Finally, save your new policy and link it to the relevant documents or groups.

If your company needs to meet ISO 27001 standards, Enterprise Policy Retention helps by giving you tools to manage document security and retention. You can set clear rules for how long data is kept and who can access it. This is a key part of showing you have good information security management, which ISO 27001 requires.

Policy Type	What it does
Retention Policy	Sets how long documents are stored before they can be deleted. Focuses on the lifespan of data.
Archive Access Policy	Determines who can view or use documents that have been moved to an archive. Focuses on security for stored data.

Normal users cannot set their own document retention period because these rules are important for company-wide compliance and security. An administrator sets these policies for everyone to make sure all documents follow the same legal and safety standards. This prevents mistakes and keeps sensitive information protected.

Define Retention And Access Needs

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources