How do I set the retention period for documents in Adobe Acrobat Enterprise Policy Retention?

Log in as an account or group administrator. Navigate to the retention policy management area. Choose to create or edit a policy. Enter the desired number of days for retention (1 to 5475 days). Save and apply the policy to your documents.

What are the main differences between setting retention for general documents in Acrobat and for Acrobat Sign data governance?

Feature General Acrobat Documents Acrobat Sign Data Governance. Scope Applies to PDFs and other documents managed within Acrobat. Specifically for agreements, audit trails, and data within Acrobat Sign. Admin Access Set by account/group-level admin in Acrobat's enterprise policy settings. Configured in Acrobat Sign's dedicated data governance settings. Purpose Controls how long general document files are stored or deleted. Manages retention for legally binding e-signatures and related data. Compliance Focus Broad compliance (PCI DSS, HIPAA, SOC 2, ISO 27001). Focus on e-signature regulations and legal requirements for agreements.

Set Contract Retention Controls in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

CDecide — “help me choose”Audit hits next quarter and IT asked me to set enterprise retention and access rules for…+

Audit hits next quarter and IT asked me to set enterprise retention and access rules for [documents=customer contracts] now. I don't own IT policy and fear setting rules that break workflows. Tell me which retention period and access tiers to request, flag anything that will disrupt Sales or Legal, and give me the short email to IT asking them to implement it.

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 Acrobat Sign web application as an account administrator.
2
Navigate to the admin settings by selecting the account menu and choosing the option for account or admin settings.
3
Locate and select the section for data governance or retention policies.
4
Choose to create a new retention rule or edit an existing rule.
5
Specify the retention period by entering the number of days, months, or years that completed agreements and associated data should be retained before deletion.
CautionRetention policies only apply after an agreement reaches a terminal state, such as completed, canceled, or expired.
6
Define the scope of the rule, such as which agreement types, users, or groups it applies to.
7
Save or activate the retention rule to enforce the new policy.
8
Review the list of retention rules to confirm the new or updated rule is active and correctly configured.
Best practiceRegularly review retention rules to ensure compliance with changing organizational or regulatory requirements.

In the appWith the API

Retention policies are managed in the admin section and take effect automatically for agreements that reach a terminal state.

Retention policies can also be managed via the Acrobat Sign REST API using the /retentionPolicies endpoints.

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.

AdministratorA person with special permissions to manage settings and rules for accounts or groups.ExampleThe administrator reset your password when you forgot it.

Who does this

3 roles

Acrobat Sign Account AdministratorCompliance ManagerIT Security Officer

FAQ

about this task

Log in as an account or group administrator.
Navigate to the retention policy management area.
Choose to create or edit a policy.
Enter the desired number of days for retention (1 to 5475 days).
Save and apply the policy to your documents.

A reusable policy set in Adobe Acrobat is a collection of security rules, like password or certificate protection, that you can apply to many documents. It matters because it saves time and ensures all documents follow the same security standards. This helps keep your information safe and makes sure you meet compliance rules like HIPAA or ISO 27001 without having to set rules for each document separately.

Adobe Acrobat supports Microsoft Purview Information Protection (MPIP). This means that retention policies you set in MPIP can also apply to your PDF documents in Acrobat. It helps create a single system for managing how long documents are kept across different applications. This integration makes it easier to enforce consistent data governance and compliance rules for all your files.

Applying retention policies at a document's 'terminal state' is important because it ensures the document is complete and no longer being changed. This prevents accidental deletion of active work and ensures that the final, approved version is the one that follows the retention rules. It helps maintain data integrity and compliance.

Feature	General Acrobat Documents	Acrobat Sign Data Governance
Scope	Applies to PDFs and other documents managed within Acrobat.	Specifically for agreements, audit trails, and data within Acrobat Sign.
Admin Access	Set by account/group-level admin in Acrobat's enterprise policy settings.	Configured in Acrobat Sign's dedicated data governance settings.
Purpose	Controls how long general document files are stored or deleted.	Manages retention for legally binding e-signatures and related data.
Compliance Focus	Broad compliance (PCI DSS, HIPAA, SOC 2, ISO 27001).	Focus on e-signature regulations and legal requirements for agreements.

Set Contract Retention Controls

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

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