Event-based Cutoff Instruction

Records affected by event cutoff instruction become eligible for cutoff based on:

• The occurrence of one or more events.

When an event occurs, a user assigned the Set Event Time entry access right to that record series or record folder sets the event date in Laserfiche.

• Single-event cutoff: If a cutoff instruction only contains one defined event, the record folder becomes eligible for cutoff on the event date.
• Multiple-event cutoff: If a cutoff instruction contains multiple events, the administrator who configured the cutoff instruction can determine how the multiple events are handled: if Cutoff eligibility requires all events is selected, records are eligible when all event dates have been set and the final event date chronologically has passed (cutoff is based on the final event date); if Cutoff eligibility requires any events is selected, the record is eligible when at least one event date has been set and has passed (cutoff is based on the first event date set).

Show me examples.

Example: An event-based cutoff instruction assigned to a record folder has only one event, "Patient discharged from hospital." An authorized user sets the date for this event to January 14, 2024, and the record folder becomes eligible for cutoff on January 14, 2024.

Example: An event-based cutoff instruction assigned to a record folder has three events. The administrator who configured the cutoff instruction set it to Cutoff eligibility requires all events. The three events are set with the dates June 3, 2020; July 15, 2020 and October 29, 2020. The record is eligible for cutoff on October 29, 2020.

Example: An event-based cutoff instruction assigned to a record folder has three events. The administrator who configured the cutoff instruction set it to Cutoff eligibility requires any events. The three events are set with the dates June 3, 2025; July 15, 2025 and October 29, 2025. The record is eligible for cutoff on June 3, 2025.

Note: An event date can be set to a date in the future. This will close the record folder immediately, but the record folder will not become eligible for cutoff until the event date.

Note: Users assigned the Close/Reopen Folder entry access right on that record folder can reopen a closed record folder and reset or unset an event date. The records manager can uncutoff a record folder that has been cutoff. (Learn more about records management security.) If a record folder is uncutoff, the date for the event that caused the record to be eligible for cutoff (the final event date if all events were required, or the first if any event was required) will be unset.