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 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
Removing a disposition 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
Customizing your search page for
additional information on defining Max Results for static searches.
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:

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 will
place holds through Hold Sweep, or click Finish (or Cancel).
If you finish without setting any conditions, then this hold can only
be placed manually. Hold Sweep will ignore 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 will automatically apply the hold
to entities that meet the criteria.
To select a set of properties:
- Click the Change button 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 you want to work with, 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. (See below.)
- Set the relationship (join type) between two properties. AND means
both have to be true; OR means either can be true.
If you leave a property value blank, it will not be 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 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 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. See Defining and running a search for
additional tips.
- 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
above) 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:
- Click Change, select the blank area at
the top of the property list, and Accept Changes to
remove the property immediately.
- Click the checkbox 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 have
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 set in the Application Engine or Workplace XT site preferences for
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 will be retained in the list; all
others will be 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 only 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 the above procedures. If modifying security, see Specify security settings.
- Click Apply when finished.