IBM Enterprise Records, Version 5.1.2    

Adding or modifying a disposition hold

You can 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 whether any entities meet the conditions of the holds. If so, the hold is applied automatically. A disposition hold with no conditions can be only applied manually. You can also apply a conditional hold manually, but you might not be able to remove it manually.

About this task

For more information, see the removing a disposition hold topic. Conditional holds are also known as dynamic holds. New entities that meet the conditions of a hold are placed on hold dynamically during the next Hold Sweep run. Carefully consider the criteria you use for conditional holds so that many entities are not placed on hold unintentionally. While setting the conditions for a hold, use the Preview link to see which entities are affected. The Preview link uses the Static search mode and the results returned to you might not be complete. For more information about defining Max Results for static searches, see the customizing your search page topic.

Procedure

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:Add Hold icon

Results

To set the hold 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 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. Click Next to set conditions that place holds through Hold Sweep, or click Finish (or Cancel). If you finish without setting any conditions, this hold can be only placed manually. Hold Sweep ignores 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 automatically applies the hold to entities that meet the criteria.

To select a set of properties:

  1. Click Change for the entity on which you want to specify conditions.
  2. From the menus, choose the properties you want to use.
  3. When the settings are complete, click Accept Changes.

All entity types work the same way. After selecting the set of properties, use the following procedures. To set property criteria:

  1. For each property, select an operator from the 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 menu, or select a date.
  3. Set the relationship (join type) between two properties. AND means both must be true; OR means either can be true.

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

Restriction: 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.

Attention: For the US 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 format 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 format 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 Application Engine or Workplace XT preferences to use the long year format. You must sign out of IBM® 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. For more information, see the defining and running a search topic.
  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 earlier) 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 options:

To preview entities for a condition:

  1. For each entity type that has conditional values, click its Preview link to see a list of entities that qualify using the conditions you specified.
  2. Check the preview to make sure that you are placing holds on only the required entities. The total number of entities displayed can be as many as are set in the Application Engine or Workplace XT site preferences. The number displayed is the Maximum number of items returned by searches.
  3. If necessary, enter text in the Filter box and click Go to reduce the number of entities displayed or to see a specific set of entities. The filter is based on the entity name. Entity names that contain the characters you enter are retained in the list; all others are dropped.
  4. Click Reset to remove characters you entered and then click Go again to see the complete list.
  5. Click the Close link when finished.

Modify a disposition hold

You can edit or remove hold conditions before Hold Sweep applies a hold to an entity. To modify a disposition hold:

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


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Last updated: November 2013
add_disposition_hold.htm

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