How do I set up a Document Retention Template for my team?

First, an administrator must log in to the enterprise settings. Then, they define the retention period, from 1 day to 5475 days (15 years). Next, they apply these rules to specific user accounts or groups. These rules are then automatically used when documents reach their final state.

Document Retention Template in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

CDecide — “help me choose”I need a concise set of retention rules and a shared template folder so team docs meet audit…+

I need a concise set of retention rules and a shared template folder so team docs meet audit standards. Tell me the minimum retention rules I must state now, what templates are essential (checklist, shift report, onboarding packet), and one access rule that prevents accidental deletion without slowing daily work.

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

First, an administrator must log in to the enterprise settings.
Then, they define the retention period, from 1 day to 5475 days (15 years).
Next, they apply these rules to specific user accounts or groups.
These rules are then automatically used when documents reach their final state.

A Document Security Policy in Acrobat is a set of rules that controls how documents are protected and for how long they are kept. It matters because it helps organizations meet legal and industry standards like HIPAA or ISO 27001. These policies ensure sensitive information is handled correctly and deleted when no longer needed, reducing risks and ensuring compliance.

If your company needs to follow PCI DSS 3.0, Document Security Policies are very helpful. They allow administrators to set strict rules for how documents are protected and retained. This ensures that sensitive payment card information is not kept longer than necessary and is always secured with password or certificate protection. This helps meet the data retention and security requirements of PCI DSS 3.0.

A user protecting a PDF usually applies security settings to one document at a time. An administrator setting a Document Security Policy creates rules that apply to many documents and users across an organization. The admin's policy is a reusable, broad rule, while a user's protection is often for a single file. The admin policy also includes retention times, which user protection does not.

You cannot find the Document Retention Template settings in your regular Acrobat menu because these are administrative functions. They are set up by an IT administrator for an entire organization or specific groups. Regular users do not directly interact with these settings. The policies are applied automatically to your documents based on the rules your administrator has created.

Document Retention Template

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources