Close and open containers

Categories, folders, and volumes typically close automatically as a result of meeting a condition defined by their associated disposition schedule, but you can also close them manually. When you create one of these containers, it is open by default, and child entities can be added to it. Closing a container starts its disposition process and child entities can no longer be added.

Normally, you would not want to reopen a closed container, but this is allowed so you can add records that were not available at the time the container closed. For example, if a container closed at the end of the year but a record for that year arrives later, you can reopen the container to add the record and then close it again. You can retrieve records from closed or open containers.

When an entity closes, all its child entities are automatically closed. If you reopen an entity, its child entities are not automatically reopened. To reopen a child entity, you must first open its parent entities. To add a record to a reopened volume, you must explicitly select that volume.

Records administrators and records managers can close and reopen record categories, record folders or volumes.

To manually close a container

  1. Browse or search for categories, folders, or volumes that you want to close.
  2. Select the checkboxes to the left of the names. (You can also right-click a single entity and use the context menu instead.)
  3. From the Multi-Select Actions menu, select Close:
  4. The Close Entities page displays. Specify the reason for closing the entity and click Close, or click Exit to leave the entity open.
  5. Click OK to confirm the message on closing the entity.

NOTE  Entities that have been closed are marked with the close icon: Close icon

To reopen an entity

  1. Browse or search for a category, folder, or volume that you want to reopen.
  2. Right-click the name and select Reopen: Reopen icon
  3. Click OK to confirm the message on reopening the entity.

NOTE  Entities that have been closed and reopened are marked with the reopen icon: Reopen icon