Place entities on hold (manual)

Disposition holds can be placed on entities by the Hold Sweep process when holds are conditional, but you can also place disposition holds manually. A hold interrupts the normal disposition process, usually for litigation or audit purposes. Entities on hold cannot be deleted manually either. You can place holds on one or more record categories, record folders, volumes, or records. You can place a disposition hold before the cutoff date or during any of the phases after the cutoff date.

Only the Records Manager and Records Administrator can place holds on entities. To allow other users to place holds, they need the following privileges. See Security for more information.

The following procedure describes how to place a disposition hold. Before you can complete this procedure, you must have added disposition holds to the system.

To place a disposition hold

  1. Navigate to or search for the entities you want to manually place on hold.
  2. Select the check box beside one or more entities. (You can also right-click a single entity and use the context menu instead.)
  3. From the Multi-Select Actions menu (or the context menu), select Place On Hold. The Place Entities on Holds page displays.
  4. From the list of available holds, select one or more checkboxes representing the holds that you want to place on the entity. You can view the details of a hold by clicking its Get Info icon.
  5. Click Hold to place the selected holds or click Exit to cancel the procedure and close the page.
  6. Click OK on the confirmation page.

After you (or the Hold Sweep process) have successfully placed a disposition hold on an entity, the Hold icon displays beside the entity name on the Browse page. The hold icon looks like this: Place on hold icon. If the Hold icon does not display immediately, click the final link in the path to refresh the browse page.

NOTE  If you manually place a conditional hold on an entity that matches the conditions in the hold, the next hold sweep run will reapply the hold, setting it to a conditional hold that can only be removed by Hold Sweep. To remove the hold, you will need to select Initiate Remove Hold Request from the entity's context menu. The hold will be removed during the next Hold Sweep run.