Holds

Placing a hold on a record prevents modification to it and halts its records management life cycle, such as not allowing a frozen record folder to be cut off. When a record is placed under a hold, a reason for the hold must be specified, such as legal or regulatory actions. Once the need for the hold has passed, the hold can be removed and the record will resume its original life cycle. Placing a hold on a record does not affect its eligibility date. If a record has multiple holds on it, it will only resume its life cycle when all holds have been removed.

Placing a hold on an active record folder or series prevents the removal of records. However, additional records can still be filed into the record folder while it is under a hold. Any records added to a record folder under a hold will themselves be placed under the same hold.

The hold system provides a great deal of flexibility. Holds can be applied to folders, in which case all the documents and folders within that folder will be under a hold, or holds can be applied to individual documents. A single hold can be applied to multiple documents, and a document can have multiple holds applied. You can also apply a due date to a hold, and administrators can view a list of all holds in the repository and which entries they apply to.

Because of the ability to place holds on individual records, a record folder may contain some records that are under a hold and some that are not. While records under a hold are not affected by any disposition actions performed on the record folder, records not under a hold are. Therefore, performing disposition actions on a record folder can create a situation where the record folder contains records at different stages of a retention schedule. This also means that you may be able to perform the same disposition action multiple times on the same record folder.

Note: While most records management operations cannot be performed on records under a hold, they can still be transferred. This is because transferring a record does not change its life cycle or its jurisdiction.

Removing a hold can only be performed on the object that was explicitly frozen. If you place a hold on a record folder, you cannot directly remove a hold from a record within that record folder; you must instead remove the hold from that record folder.

The hold action restricts modifying or removing information and halts the records management life cycle, as well as preventing users from moving records under a hold to another location.

Note: Administrators can optionally configure the repository to allow modifications to annotations and metadata while a document is under a hold, though page and electronic file information is always read-only once a hold has been placed.

Holds and Laserfiche Security

Freezing a record folder or record effectively denies the following entry access rights:

Note: Because the Delete Volumes entry access right grants the ability to delete volumes, it can bypass the restriction on deleting records under a hold. Deleting a volume will delete all documents stored in that volume.