The following procedures describe how to 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 if any entities meet the conditions of the holds. If so, the hold is applied automatically. A disposition hold with no conditions can only be applied manually. You can also apply a conditional hold manually, but you might not be able to remove it manually. See If you cannot remove a manual hold. Conditional holds are also known as dynamic holds. New entities that meet the conditions of a hold will be placed on hold dynamically during the next Hold Sweep run.
You should carefully consider the criteria you use for conditional holds so that a large number of entities are not placed on hold unintentionally. While setting the conditions for a hold, use the Preview link to see which entities will be affected.
The Preview link uses the Static search mode and the results returned to you may not be complete. See Setting search defaults for additional information on defining Max Results for static searches.
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 will automatically apply the hold to entities that meet the criteria.
To select a set of properties
To set property criteria
All entity types work the same way. After selecting the set of properties you want to work with, use the following procedures.
If you leave a property value blank, it will not be used as criteria unless you select the IS NOT NULL operator.
NOTE The filter that sets these conditions does not support the percent (%) or ampersand (&) characters.
To remove previously specified date information, click Clear.
NOTE For the U.S. 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 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 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 Workplace preferences to use the long year format. You must sign out of IBM InfoSphere Enterprise Records and sign in again to have the preference take place immediately.
To specify content (records only)
To remove a property, do either of the following
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've specified. We recommend that you check the preview to make sure that you are placing holds on only the desired entities.
The list appears in a new window. The total number of entities displayed can be as many as set in the Workplace site preferences for Maximum number of items returned by searches.
Click the Close link when finished.
You can only edit or remove hold conditions before Hold Sweep applies a hold to an entity.