PDF guide for information managers and records managers

2 min read·10 September 2026

Information managers and records managers are responsible for managing documents, files, and information flows within organisations. They produce information policies, manage retention and destruction schedules, and advise on digital archiving. PDF is the standard exchange format for formal documentation.

Securing information policy documents

Information policy notes contain strategic decisions on information security, privacy policy, and document classification. Protect final policy documents with edit restrictions and save as PDF/A-3 for long-term archiving in compliance with records management legislation.

Bundling retention schedules and destruction lists

A retention schedule contains the retention period, destruction date, and responsible department per document type. Merge the retention schedule with the annual destruction list and destruction authorisation into one dossier for the archives committee.

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Merging DPIAs and privacy documents

A Data Protection Impact Assessment (DPIA) consists of the PIA questionnaire, risk analysis, and recommendations. Merge all components into one PDF per processing activity. Stamp the final result with "approved by DPO" and the date of the data protection officer.

Making information audit reports OCR-searchable

Audit reports on information systems are often received as scanned PDFs. Apply OCR so system names, vulnerabilities, and recommendations are searchable. Archive as PDF/A for the audit dossier.

Digital signature on formal information documents

Formal information documents (data processing agreements, NDAs, policy instructions) require a digital signature from the information manager or DPO. Use the sign tool, flatten the document after signing, and save the final version in the document management system.