You might need to suspend the normal disposition schedule
for one or more entities to ensure their availability beyond the approved
retention period. Examples of such situations include a court case
or an investigation during which you cannot dispose of records, regardless
of their disposition schedule. In such situations, you can place a
disposition hold on the records or on a container that holds the records.
Later, you can remove the disposition hold when you want to resume
the disposition actions.
- Place a disposition hold on a record category, record folder,
volume, or record. Also, place the hold before the cutoff date or
during any of the phases after the cutoff date. When the hold is placed
on a container, it applies to all of the entities in the container.
While the holds remain in effect, the system does not run the workflow
attached to the applicable disposition action for that entity. In
other words, the associated disposition schedule becomes temporarily
ineffective. Also, no one can manually delete any entities that are
on hold.
- Place more than one disposition hold on an entity. Holds can be
placed manually or conditionally, according to criteria you specify.
For conditional holds, a sweep process finds entities that meet the
criteria and places the holds automatically. Conditional holds apply
dynamically. Entities that satisfy the criteria of the hold can be
added at any time. The hold is placed on those entities during the
next scheduled Hold Sweep.
- When you place an entity on hold, you need to specify which disposition hold
to use. Therefore, you must first configure disposition holds by adding
them to the system. Holds can be active or inactive. Only active holds
can be placed on entities.