Records governed by a time-based cutoff instruction become eligible for cutoff based on both:
- The cycle definition of the cutoff instruction (e.g., monthly, yearly, etc.)
- The filing date of the record folder (e.g., January 15)
A record becomes eligible for cutoff at the start of the next cycle period following the record folder's filing date.Time cutoff allows record series or record folders from a specific time period to become eligible for cutoff at the same time, allowing the records manager to group and cutoff all eligible entries at the same time. Cutoff eligibility for time cutoff is calculated based on cycles and not on an absolute time interval. If you want to use an absolute time interval, you can do so with the Interval cutoff instruction.
By default, the filing date is the creation date of the record folder, but it can be manually set to a different date (including future dates).
Example: If a Time cutoff instruction has a cycle of one month, records with this cutoff instruction will always be eligible for cutoff on the first day of the next month. On the other hand, if an Interval cutoff instruction is set to one month, records with this instruction will be eligible for cutoff exactly one month after the filing date (i.e. records filed on March 15 will be eligible for cutoff on April 15th).
Note: Users assigned the Close/Reopen Folder entry access right can reopen a closed record folder. Users assigned the Records Management privilege can change the filing date; they can also uncutoff a record folder that has been cutoff. Learn more about records management security.