Add or modify a disposition hold

The following procedures describe how to add a disposition hold to the system or modify it later. When creating a disposition hold, you can set conditions for record categories, record folders, volumes, and records. A scheduled hold sweep process determines if any entities meet the conditions of the holds. If so, the hold is applied automatically. A disposition hold with no conditions can only be applied manually. You can also apply a conditional hold manually, but you might not be able to remove it manually. See If you cannot remove a manual hold. Conditional holds are also known as dynamic holds. New entities that meet the conditions of a hold will be placed on hold dynamically during the next Hold Sweep run.

You should carefully consider the criteria you use for conditional holds so that a large number of entities are not placed on hold unintentionally. While setting the conditions for a hold, use the Preview link to see which entities will be affected.

The Preview link uses the Static search mode and the results returned to you may not be complete. See Setting search defaults for additional information on defining Max Results for static searches.

To add a disposition hold

  1. Sign in as the Records Manager or Records Administrator and access the FPOS in which you want to create a hold.
  2. Select the Disposition tab.
  3. Click Holds: holds icon
  4. Click Add Hold:
Set properties
  1. Enter a name for the hold.
  2. Specify a reason for adding this hold.
  3. Select the type of hold.
  4. From the Active drop-down menu select True if you want to make the hold active immediately. The hold must be active to be placed on an entity either through Hold Sweep or by placing it manually. Select False (the default) to leave it inactive for now.
  5. You can click Next to set conditions that will place holds through Hold Sweep, or click Finish (or Cancel). If you finish without setting any conditions, then this hold can only be placed manually. Hold Sweep will ignore it.
Set Conditions (optional)

You can set conditions for records, categories, record folders, or volumes. In each case, you specify one or more properties, an operator, a value, and a join type to specify the relationships between multiple properties. For records, you can also specify a content search. If you set conditions and the hold is active, Hold Sweep will automatically apply the hold to entities that meet the criteria.

To select a set of properties

  1. Click the Change button for the entity on which you want to specify conditions.
  2. From the drop-down menus, choose the properties you want to use.
  3. When the set is complete, click Accept Changes.

To set property criteria

All entity types work the same way. After selecting the set of properties you want to work with, use the following procedures.

  1. For each property, select an operator from the drop-down menu. The available operators change depending on the type of property.
  2. For each property, specify a value. Either enter freeform text, select from a drop-down menu, or select a date. (See To select a date.)
  3. Set the relationship (join type) between two properties. AND means both have to be true; OR means either can be true.

If you leave a property value blank, it will not be used as criteria unless you select the IS NOT NULL operator.

NOTE  The filter that sets these conditions does not support the percent (%) or ampersand (&) characters.

To select a date

  1. Click the calendar icon.
  2. Click the day you want to select. The default is the current day.
    1. Click << or >> to change the year, one year at a time or click and hold to display a list of years. If the year you want is not on the list, select the closest year and then click and hold again for a new list.
    2. Click < or > to change the month, one month at a time, or click and hold to display a list of months.

To remove previously specified date information, click Clear.

NOTE  For the U.S. locale, the short-date format is mm/dd/yy. If the year is greater than 29, the application uses the year 19XX. If the year is 29 or less, the application stores the date as 20XX. This can be a problem for DoD Classified data models because the declassify-on date can be 25 years from the current date. In 2008, this would result in the year 2033 being stored as 1933 instead. Thus, for DoD Classified, the short-date format is changed to mm/dd/yyyy. This change is visible in the Classification Wizard, the Classification information page, and the action pages. The other formats like Medium, Long, and Full continue to work as before. To avoid any date confusion, consider setting your Workplace preferences to use the long year format. You must sign out of IBM InfoSphere Enterprise Records and sign in again to have the preference take place immediately.

To specify content (records only)

  1. In the Content Contains text box, enter the text to include in the search. See Specify content for additional tips.
  2. From the "in" menu, select either Metadata (to find the text in the record properties) or Content (to find the text in the declared document).
  3. Set the operator to AND to indicate that the entity must contain the text you entered AND any properties (specified above) must also be true. Set the operator to OR if either the content OR the property conditions must be true.

To remove a property, do either of the following

To preview entities for a condition

For each entity type that has conditional values, click its Preview link to see a list of entities that qualify using the conditions you've specified. We recommend that you check the preview to make sure that you are placing holds on only the desired entities.

The list appears in a new window. The total number of entities displayed can be as many as set in the Workplace site preferences for Maximum number of items returned by searches.

Click the Close link when finished.

To modify a disposition hold

You can only edit or remove hold conditions before Hold Sweep applies a hold to an entity.

  1. Select the Disposition tab.
  2. Click Holds and find the hold. (TIP  To get a shorter list, you can type the first few characters of the name in the Filter box and click Go.)
  3. Select the Get Info button for the hold you want to modify.
  4. From the list of information pages, select the page you want to modify and use the above procedures. If modifying security, see Specify security settings.
  5. Click Apply when finished.