Classify PDFs, review who can open them, and keep original versions under controlled retention.
Add a PDF under the correct classification#
Install Document Management in the corporate workspace. As the owner, add the original PDF, give it a searchable title and choose the people who should be able to see it. Each PDF can be up to 2 MiB and counts toward the workspace storage allowance.
Use workspace access for material suitable for current corporate staff. Choose Restricted or Confidential and review the named reader grants before adding sensitive material.
Add a version and confirm the original#
Open the document and add a new PDF version when the source changes. Check the version number and SHA-256 before downloading or referring to a particular original.
For a controlled link, copy the document ID, version number and SHA-256 into the relevant workspace workflow. Access checks still apply when the exact original is opened.
Review access as responsibilities change#
Review the document classification and named readers. Update access for the exact current workspace membership when staff responsibilities change.
Use the review history to see document changes. Archive documents that no longer belong in the active library and review their retention before disposing of any exact version.
Record retention, holds and exact disposition#
Set or extend the retention date. Record the authority and review date when placing a hold, and verify authority again before releasing it.
Check local references and downstream records before requesting permanent disposition. The app checks the retention date, hold and references for that exact version. Workspace owners can use the retained records desk for protective work after uninstall.
Keep the active workspace, actual business requirements and current setup summary in view. A guide explains a choice; it does not make that choice for you.