How do I set up Enterprise Policy Retention for my organization?

First, log in as an administrator for your account or group. Then, find the retention settings in your admin panel. Choose the length of time files should be kept, from 1 day to 15 years. Apply these rules to files once they are in their final state, like when they are archived. Use password or certificate protection for these rules so they can be used again for other documents.

Enforce Retention Rules in Adobe Acrobat — How-to & AI prompts

AI prompts

2 ways to ask · copy any one

AExecute — “help me do it”Create a shared [template] for committee agendas and minutes, save it to the…+

Create a shared [template] for committee agendas and minutes, save it to the [location=library], and give edit access to the [person=panel secretary] so they can use it for future meetings.

when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

BImprove — “do it better”Set up a committee [template]: build an agenda/minutes template with standard headings,…+

Set up a committee [template]: build an agenda/minutes template with standard headings, retention notes, and version control footer, save it to the [location=library], and configure access so the [person=panel secretary] can reuse it and the [team=administrative team] can send in bulk.

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 with an account that has administrative privileges.
2
Navigate to the Users section to review and confirm the list of users or groups you want to manage.
3
Export the current user or group list as a CSV file if you plan to apply retention rules via bulk import.
Best practiceUsing CSV import allows you to efficiently manage large numbers of users and minimizes manual errors.
4
Open Acrobat Sign settings or navigate to the retention policies area within the Admin Console.
5
Select the option to create a new retention rule or update an existing rule, specifying the desired retention period and policy settings.
CautionEnsure your retention policy aligns with your organization's compliance and data governance requirements.
6
If using CSV import, prepare your CSV file to include the users or groups and the retention rule to be applied.
7
Import the CSV file or, if working in the UI, select multiple users or groups and apply the retention rule to all selected.
8
Review the list of affected users or groups to confirm the retention rule has been correctly applied or updated.
Best practiceAfter applying changes, use the filtering and reporting features to audit retention policy assignments across your user base.

In the appWith the API

You can use the Admin Console’s bulk import feature to quickly apply retention rules to many users at once.

The Acrobat Sign API offers endpoints for managing users and groups, but retention rule assignment is typically managed via the Admin Console or CSV import.

Glossary

words on this page

Retention RulesRules that say how long digital files must be kept before they can be deleted or archived.ExampleThe retention rules specify that old project files can be deleted after five 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.

Reusable Policy SetsPre-made groups of security rules that can be applied to many documents easily.ExampleWe use reusable policy sets to quickly apply the same security settings to all new client contracts.

The real tasks

the one, listed here

Set up a shared template for committee agendas and minutes so every panel uses the same formatting and retention rules.

FAQ

about this task

First, log in as an administrator for your account or group.
Then, find the retention settings in your admin panel.
Choose the length of time files should be kept, from 1 day to 15 years.
Apply these rules to files once they are in their final state, like when they are archived.
Use password or certificate protection for these rules so they can be used again for other documents.

Enterprise Policy Retention is a system where administrators set rules for how long digital documents must be kept. This matters because it helps your business follow important laws and rules, like PCI DSS 3.0, HIPAA, SOC 2 Type II, and ISO 27001. By having clear retention rules, you can make sure sensitive information is stored correctly and deleted when it's no longer needed, reducing risks and ensuring compliance.

If your company needs to follow HIPAA rules, Enterprise Policy Retention helps by letting you set specific times for how long patient data must be kept. You can define policies that ensure patient records are stored for the required period, often 10 years, and then securely managed. This feature helps meet the strict data retention and security standards of HIPAA.

It is important to coordinate with IT when setting up Enterprise Policy Retention because they manage the technical side of your systems. IT can help ensure that the retention policies are correctly applied across all documents and users. They also understand the infrastructure needed to store and secure files according to the rules you set, making sure everything works smoothly and safely.

'Design Retention Policies' refers to the overall planning process, where you decide what retention rules your organization needs based on legal and business requirements. This involves thinking about different types of documents and their specific retention periods. 'Define Retention Policy' is the actual step of putting those plans into action within the system, setting the specific timeframes and conditions for keeping files, like 1 to 5475 days, for a particular policy.

Enforce Retention Rules

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources