A retention record object defines how long a document must be kept after
it is determined to no longer be relevant. For example, when a product model
becomes
Obsolete,
all the associated documentation for that product also becomes
Obsolete.
The retention record defines the length of time to keep a document before it
can be purged. Purging does not delete the document object; purged records
remain in the database and can be referenced as required. Purging deletes the
files checked into the Document object and changes the object type to Purged
Document.
A retention hold object contains all those data that need to be stored
indefinitely. This data is usually statutory or legal and must never be purged
or deleted from the database. If at some point your company does want to delete
those documents, you can promote them to the
Released
state and then delete them.
You can only add documents to the retention record or
retention hold when it is in the Active state. Once it is promoted to the
Scheduled state, you can remove documents, but you cannot add additional
documents.
You cannot delete a document in a retention hold object unless it is
promoted to the release state. You can, however, remove the document and then
delete it if required.