How do I set up a new Enterprise Policy Retention for my team's sensitive documents?

First, log in as an administrator for your account or group. Go to the 'Retention Policies' section in the admin settings. Choose the length of time documents must be kept, up to 15 years. Select if the policy will use a password or certificate for security. Apply this new policy to documents once they are finalized.

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

Password-based security: Documents are protected with a password. Only those with the password can access or change the retention settings. Certificate-based security: Uses digital certificates for stronger protection. Access is granted only to users or systems with the correct digital certificate, offering a higher level of trust and security.

Retention For Sensitive Records in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

CDecide — “help me choose”I've been asked to propose retention and access rules for archived restoration records but I…+

I've been asked to propose retention and access rules for archived restoration records but I don't have legal direction and I'm worried about exposing rare species locations in future. Tell me which three access restrictions are reasonable for sensitive habitat records, which records should be retained longer than others, and give me a short justification I can send to IT and our records manager so they approve the rules without dragging this out.

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 your administrator account.
2
Navigate to the Acrobat Sign product settings for your organization.
3
Select the section for data governance or retention policies.
4
Choose the option to create or edit retention rules.
5
For each document type or category, define a new retention rule by specifying the document type, category, or business need.
6
Set the custom retention period (in days, months, or years) for each rule according to your organization's requirements.
CautionRetention periods are enforced automatically; expired documents will be deleted and cannot be recovered.
7
Save each retention rule and ensure it is enabled.
8
Review all active retention rules to confirm correct application to the intended document types.
Best practiceFor complex organizations, consider grouping similar document types under a single rule to simplify ongoing management.

In the appWith the API

Retention rules can be managed in the Admin Console under Acrobat Sign settings, allowing you to set different durations for each document category.

The Acrobat Sign REST API supports retention policy management via the /agreements and /retention endpoints for automated rule configuration.

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

We need retention and access rules for old restoration records and I'm worried sensitive habitat locations will get exposed long-term.

FAQ

about this task

First, log in as an administrator for your account or group.
Go to the 'Retention Policies' section in the admin settings.
Choose the length of time documents must be kept, up to 15 years.
Select if the policy will use a password or certificate for security.
Apply this new policy to documents once they are finalized.

The 'terminal state' means a document is complete and saved. It is the final version. Retention policies are applied at this point, ensuring that the document is protected for the set duration from its completion.

Enterprise Policy Retention helps meet HIPAA rules by letting you set specific times to keep health records. You can choose a retention period that matches HIPAA's requirements. This ensures sensitive patient data is not deleted too early and is kept secure, helping your company stay compliant with the law.

Regular users cannot create Enterprise Policy Retention rules because these are high-level security settings. Only administrators can set them. This ensures that all documents follow company-wide rules and meet legal standards consistently, preventing individual users from accidentally breaking compliance rules.

Password-based security: Documents are protected with a password. Only those with the password can access or change the retention settings.
Certificate-based security: Uses digital certificates for stronger protection. Access is granted only to users or systems with the correct digital certificate, offering a higher level of trust and security.

Retention For Sensitive Records

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

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