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

First, log in with administrator rights to your account or group. Navigate to the retention policy settings. Define the retention period (1 to 5475 days) and choose a security method (password or certificate). Apply this policy to files once they are finalized.

What is the difference between password-based and certificate-based security for retention policies?

Security Type Description Common Use. Password-based Access to the retained document requires a specific password. Simpler setup for smaller groups or less sensitive data. Certificate-based Access requires a digital certificate, providing stronger authentication. Higher security for sensitive data, often used in large enterprises.

Define Training Retention in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

CDecide — “help me choose”We have decades of training materials and inconsistent retention practices. Draft a clear…+

We have decades of training materials and inconsistent retention practices. Draft a clear retention rule for completed training records—how long to keep attendance sheets, evaluations, and course materials—aligned with legal and HR needs. Tell me the one retention period I should enforce, any approvals required to shorten it, and how to label the archived files so they are findable.

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
Schedule a dedicated training session to introduce staff or students to your organization's document retention policies in Acrobat Sign.
2
Demonstrate how retention policies are configured and applied in Acrobat Sign, emphasizing that policies take effect after an agreement reaches a terminal state (completed, canceled, or expired).
CautionRetention policies do not apply until documents reach a terminal state, so in-progress agreements are not affected.
3
Show users where to find information about retention rules and document status within the Acrobat Sign interface.
4
Explain the specific retention timeline set by your institution (e.g., documents are retained for 3 years after completion) and what happens when that period ends (automatic deletion or archiving).
RecommendationClearly communicate the exact retention period and deletion process to avoid confusion or accidental data loss.
5
Provide examples of how retention policies impact document availability, including scenarios where documents become inaccessible or are permanently deleted after the retention period.
6
Encourage users to download or back up any documents they may need before the retention period expires.
Best practiceRemind users that once a document is deleted by a retention policy, it cannot be recovered—plan ahead for audits or future reference needs.
7
Distribute a quick-reference guide or FAQ summarizing key points about retention policies and where to get help.
Best practiceBest practice: supplement live training with written resources so users can quickly refresh their knowledge when needed.

In the appWith the API

You can review your document’s retention status by checking the agreement details page in Acrobat Sign.

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

I must define record retention so completed training files are archived correctly before audit season.

FAQ

about this task

First, log in with administrator rights to your account or group.
Navigate to the retention policy settings.
Define the retention period (1 to 5475 days) and choose a security method (password or certificate).
Apply this policy to files once they are finalized.

Enterprise Policy Retention helps organizations meet legal and business requirements for keeping documents. It ensures files are stored for a set period, from 1 day up to 15 years, and helps maintain compliance with standards like HIPAA or PCI DSS by applying security measures to these stored documents.

Acrobat's Enterprise Policy Retention supports ISO 27001 compliance by allowing administrators to define specific data retention periods and apply security policies. This helps ensure that sensitive information is managed according to information security standards, including how long it is kept and how it is protected, which are key aspects of ISO 27001.

Retention policies are applied at the 'terminal state' to ensure that documents are fully completed and approved before their retention period officially begins. This prevents policies from being applied to drafts or documents still undergoing changes, ensuring that the final, official version is protected and retained for the required duration.

Security Type	Description	Common Use
Password-based	Access to the retained document requires a specific password.	Simpler setup for smaller groups or less sensitive data.
Certificate-based	Access requires a digital certificate, providing stronger authentication.	Higher security for sensitive data, often used in large enterprises.

Define Training Retention

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources