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

First, log in as an account or group administrator. Then, go to the 'Retention Policies' section in the admin panel. Next, define the number of days you want to keep documents, from 1 to 5475 days. Finally, apply this policy to documents that are in their final state.

What are the common compliance standards that Enterprise Policy Retention supports?

PCI DSS 3.0: For credit card data security. HIPAA: For health information privacy. SOC 2 Type II: For security and data processing. ISO 27001: For information security management.

Set Long-Term Controls in Adobe Acrobat — How-to & AI prompts

AI prompts

2 ways to ask · copy any one

AExecute — “help me do it”Define retention and access rules with [team=IT] for old restoration records so sensitive…+

Define retention and access rules with [team=IT] for old restoration records so sensitive habitat locations remain restricted long-term, and require that records older than [years=five years] require manager approval to view.

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

BImprove — “do it better”Before finalizing with [team=IT], map which records contain sensitive location data, set tiered…+

Before finalizing with [team=IT], map which records contain sensitive location data, set tiered access levels, define retention periods tied to regulatory requirements, and create an audit process so sensitive habitat locations remain protected and compliance can be demonstrated.

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.

AdminA person who has special rights to manage settings and rules for an account or group.ExampleThe Admin can change user permissions and reset passwords for everyone on the team.

Who does this

3 roles

IT AdministratorEnterprise Storage ManagerCompliance Officer

FAQ

about this task

First, log in as an account or group administrator.
Then, go to the 'Retention Policies' section in the admin panel.
Next, define the number of days you want to keep documents, from 1 to 5475 days.
Finally, apply this policy to documents that are in their final state.

Enterprise Policy Retention is a system for administrators to set rules for how long digital documents are stored. It is important because it helps your business follow legal requirements like PCI DSS 3.0 or HIPAA, which demand that certain data be kept for specific periods. It also ensures that old, unneeded files are eventually removed, which can save storage space and reduce risks.

If your company needs to follow HIPAA rules, Enterprise Policy Retention can help by letting administrators set specific retention periods for patient documents, often 10 years or more. These policies can be protected with passwords or certificates, adding a layer of security. This ensures that sensitive health information is kept for the required time and is protected from unauthorized access, helping your company meet HIPAA compliance standards.

Regular users cannot set document retention policies because these settings are for administrators. Retention policies are important for legal and business compliance across an entire organization. Allowing individual users to change these settings could lead to inconsistent data handling and potential legal problems. It is a high-level control to ensure all documents follow company rules.

PCI DSS 3.0: For credit card data security.
HIPAA: For health information privacy.
SOC 2 Type II: For security and data processing.
ISO 27001: For information security management.

Set Long-Term Controls

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

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