How do I set up a new Enterprise Policy Retention rule for my team?

Log in as an administrator for your account or group. Go to the retention settings area. Choose the number of days (1 to 5475) you want to keep files. Apply this rule to the files when they are finished.

What is the difference between password-based and certificate-based security policies in Enterprise Policy Retention?

Security Type How it Works. Password-based Access is given by typing a secret word or phrase. Certificate-based Access is given using a digital ID, which is more secure.

Long-Term Permission Reliability in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

DBecome — “help me grow”Looking at repeated permission and approval problems over the last [period=three years],…+

Looking at repeated permission and approval problems over the last [period=three years], identify the recurring failure modes in teacher behavior and file handling. Recommend one systemic habit and one technical guardrail (mandatory fields, expiry dates, or central archive) to implement that prevents audit failures and reduces teacher workload.

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 for your account or group.
Go to the retention settings area.
Choose the number of days (1 to 5475) you want to keep files.
Apply this rule to the files when they are finished.

Defining Enterprise Policy Retention is important to follow legal and company rules. It makes sure sensitive documents are kept for the right amount of time. This helps avoid problems with audits and protects your company from legal issues by having clear rules for data. It also helps manage storage space by eventually removing old files.

If your company needs to follow HIPAA, Enterprise Policy Retention helps by letting you set specific times to keep patient data. HIPAA requires patient records to be kept for a certain period. By using these policies, you can make sure that all your digital documents meet these strict requirements automatically. This reduces the risk of not following the law.

Security Type	How it Works
Password-based	Access is given by typing a secret word or phrase.
Certificate-based	Access is given using a digital ID, which is more secure.

Only administrators can set Enterprise Policy Retention because these rules affect all users and important company data. Regular users do not see these settings to prevent accidental changes that could break legal rules or delete important files too soon. It keeps data safe and ensures everyone follows the same rules.

Long-Term Permission Reliability

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

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