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:
- Sign in as the Records Manager or Records Administrator
and access the FPOS in which you want to create a hold.
- Select the Disposition tab.
- Click Holds:

- Click Add Hold:

Results
To set the hold properties:
- Enter a name for the hold.
- Specify a reason for adding this hold.
- Select the type of hold.
- 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.
- 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:
- Click Change for the entity on which you
want to specify conditions.
- From the menus, choose the properties you want to use.
- 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:
- For each property, select an operator from the menu. The available
operators change depending on the type of property.
- For each property, specify a value. Either enter freeform text,
select from a menu, or select a date.
- 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:
- Click the calendar icon.
- Click the day you want to select. The default is the current day.
- 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.
- 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):
- 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.
- 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).
- 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:
- Click Change, select the blank area at
the beginning of the property list, and Accept Changes to
remove the property immediately.
- Click the check box in the Remove column to have the property
removed when you finish adding or updating the hold.
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 specified.
- 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.
- 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.
- Click Reset to remove characters you entered
and then click Go again to see the complete
list.
- 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:
- Select the Disposition tab.
- 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.
- Select Get Info for the hold you want to
modify.
- 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.
- Click Apply when finished.