Record Folder Cutoff

The primary concern of records management is to protect records from premature disposal; therefore, much of records management responsibility is focused on how, and for how long, inactive records should be retained (see Retention Schedule) by your organization rather than on the day-to-day upkeep on those records. Cutoff defines when in a record's life cycle, it should become read-only and no longer modifiable. In the cases where regulations regarding the retention of records do not specifically define how records should be cutoff, it is the responsibility of your organization to determine the best method of cutoff for your records.

Cutoff Instruction

A cutoff instruction defines when a record is eligible to be cutoff, and therefore when its retention begins. Each type of cutoff instruction provides a different way of calculating cutoff eligibility. Learn more about cutoff instructions.

Cutoff and Laserfiche Security

Only users who have been granted the Records Management privilege can perform cutoff. Cutting off records restricts the following entry access rights, and prohibits the cutoff records from being edited, modified, added to, and deleted:

• Modify Contents
• Append Data
• Delete Document Pages
• Annotate
• Write Metadata
• Create Documents
• Create Folders
• Delete Entry

Note: Administrators can optionally configure the repository to allow modifications to annotations and metadata after cutoff, though page and electronic file information is always read-only once a record has been cut off.

Note: The Records Management privilege bypasses the delete restriction; users with the Records Management privilege will retain the ability to delete cutoff records. In addition, because the Delete Volumes access right grants the ability to delete volumes, it bypasses the restriction on deleting cutoff records; deleting a volume will delete all documents stored in that volume regardless of records management status. Learn more about volume access rights.

Related Topics

• Record's Life Cycle
• Cutoff Eligibility
• Records Management Actions dialog box