Retained Documents List

A retention record usually contains a set of related documents, such as all documents for Product XYZ that has been declared Obsolete. You can, however, add any document to any retention record.

To access this page:

  1. View the retention record schedule. See Record Retention Schedule.
  2. Click the Name of the retention record or retention hold object.

This topic describes:

This page discusses:

See Also
In Other Guides
Files Associated with an Object
Document Properties and Files Page

Columns

Column Name Description
Name The name of the document. Click to view the document's properties page.
Status Indicates the lifecycle status of the document:
  • In a retention record:
    • : Active or Scheduled retention record; the retention date lists the date the document can be purged.
    • : Available for purging; the retention date has passed.
    • : Purged.
  • In a retention hold:
    • Active state
  • Document in both a retention record and a retention hold:
  • Document covered by both a retention record and a retention hold
Type Type of document.
Retention Period (Yrs) The retention period in years for this document.
Retention Date/Purged Date If the document is scheduled for purging, shows the date the document can be purged. If the document has been purged, shows the date it was purged. Empty for retention hold documents.
Files Click to view the list of files checked into this document in a new window.
Comments The comments entered when the retention record or retention hold was created or changed.
Title The title of the document.
Rev The latest revision of the document.
State The state of the document in the document lifecycle.
Owner The owner of the document.


Opens the properties page for the document in a new window.

Filters

For a retention hold, Scheduled and Purged Records show no documents because these states do not apply to a hold.

Filter Option Description
All All documents added to the retention record
Scheduled Documents added to the retention record but not yet purged
Purged Records Purged documents only

Actions/Toolbar Commands

Action Description For More Information
Add Existing Searches for and selects a document object to add to this retention record. The retention record or retention hold must be in the Active state before you can add documents to it. 3DEXPERIENCE Platform | 3DEXPERIENCE Web Apps | Searching
Edit For a retention record only: edits the retention period for the selected documents. Editing the Retention Period
Remove Removes the selected documents from the retention record of retention hold; click OK to confirm. --
Purge For a retention record only: deletes the files checked into the selected documents and changes the Document type to Purged Document; click OK to confirm. Purging Retention Records