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

Log in as an account or group administrator. Navigate to the retention settings in the admin panel. Select an existing policy or create a new one. Define the retention period (1-5475 days). Apply the policy to the relevant accounts or groups.

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

Policy Type Security Method Use Case / Benefit. Password-based Relies on a password for access and protection. Easier to set up for smaller groups; good for general document protection where shared access is managed by a known password. Certificate-based Uses digital certificates for authentication and encryption. Offers stronger security and non-repudiation; ideal for highly sensitive documents and environments requiring strict identity verification and audit trails.

Set Retention Rules Pre-Reissue in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

CDecide — “help me choose”A senior manager asked me to enforce a file retention and versioning policy for an upcoming…+

A senior manager asked me to enforce a file retention and versioning policy for an upcoming reissue campaign and wants it in place this week. I’m new to policy work and afraid of missing legal or licensing needs. Tell me which minimum retention periods and version controls make sense for sheet music and back catalog assets, what must be retained for licensing audits, and a short note I can send legal asking for any extra requirements.

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 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

I must set retention rules before a reissue project starts

FAQ

about this task

Log in as an account or group administrator.
Navigate to the retention settings in the admin panel.
Select an existing policy or create a new one.
Define the retention period (1-5475 days).
Apply the policy to the relevant accounts or groups.

Enterprise Policy Retention helps organizations meet legal and business requirements for keeping documents. It sets rules for how long files are stored and ensures that important data is not deleted too soon or kept for too long, helping with compliance and data management.

Enterprise Policy Retention helps by letting administrators set specific retention periods for sensitive documents, like patient records. You can configure policies to keep files for the exact duration required by HIPAA, ensuring that healthcare data is stored securely and for the correct amount of time, avoiding penalties.

It is important because administrators ensure that all documents across the organization follow consistent data retention standards. This prevents accidental deletion of critical files, manages storage costs by removing old data, and most importantly, helps the company comply with various legal and industry regulations like PCI DSS or ISO 27001.

Policy Type	Security Method	Use Case / Benefit
Password-based	Relies on a password for access and protection.	Easier to set up for smaller groups; good for general document protection where shared access is managed by a known password.
Certificate-based	Uses digital certificates for authentication and encryption.	Offers stronger security and non-repudiation; ideal for highly sensitive documents and environments requiring strict identity verification and audit trails.

Set Retention Rules Pre-Reissue

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources