There might be situations when you 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.
- You can place a disposition hold on a record category, record
folder, volume, or record, and can 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 will not launch
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.
- You can 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 and the hold will be placed on those
entities during the next scheduled Hold Sweep.
- When you place an entity on hold, you will 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.