Filing documents for retention
You must be granted Retention Administrator or Retention User permission to file documents for retention.
From the Query Results page, select the document or documents that you want to file for retention.
Click Retention > File For Retention on the menu bar.
In the Retention dialog box, you can view the ID of the selected documents and the retention expiration date of the default policy.
Select a retention policy from the list box.
The expiration date of the retention policy changes according to the policy that you select.
Note: If multiple retention policies have been configured, you can select a policy other than the default value only if Override Default Retention Policy is selected in the Retention Management Configuration Utility wizard or your user account has the Retention Administrator permission.
To apply the retention setting to previous versions of the document, select File all previous document revisions.
The document along with its previous versions are added to the retention table.
Click FILE.
If you have filed the latest version of a document for retention, the status of the document changes to indicate that it is now the latest version under retention.
If you have filed a previous version of a document for retention, the status of the document changes to indicate that it is now the previous version under retention.
The retention icons in the Query Results page identify the document status.
Icon Description 
Specifies that the latest version of the document is under retention
Specifies that the previous version of the document is under retention