Record and Record Folder Cutoff

Not only does the cutoff eligibility date mean that the records manager can cutoff the record or record folder, closing it and preventing its contents from being modified or deleted, but it also indicates the start of the record or record folder's retention phase, as dictated by the retention schedule. Note that the cutoff eligibility date dictates future retention regardless of when the cutoff action is performed.

Cutting off a record folder cuts off all the records within the folder. Cutting off an individual record only affects that record itself. Record cutoff eligibility is dependent on the cutoff eligibility of its parent record folder.

Note: Only user granted the Records Management privilege can cutoff or uncutoff records. This privilege also bypasses the restriction on deleting cutoff records, meaning that users assigned this privilege may delete records that are in retention.

Prior to performing any disposition actions, while the record or record folder is still in the current filing area, a cutoff record folder can be uncutoff. The uncutoff action will reopen the record folder. If the record folder has an Event, Time+ Event, or Interval+Event cutoff instruction, the uncutoff action automatically unsets the critical event date; if the record folder has a Superseded or Disposition Action cutoff instruction, it removes the relevant document relationship.

If you uncutoff a record, it will match the cutoff status of its parent record folder. This can mean that the record will still be cutoff, if the parent record folder has itself been cutoff.

Note: Record folder cutoff can be performed on individual records, but we recommend performing cutoff on record folders unless your regulatory compliance instructions require otherwise. (The Superseded and Disposition Action cutoff instruction types are exceptions, as they are always record-specific). Performing cutoff on the record folder level will help you keep your record management consistent and streamlines administrative tasks.

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.

Find out more about cutoff eligibility.

To perform cutoff on a record or record folder

  1. Select the record or record folder you want to cutoff.
  2. From the Records drop-down menu, select Record Management Actions.
  3. In the Record Management Actions dialog box, select Cutoff from the list on the left.
  4. Click Perform Cutoff. This option is only available on record folders or records that are eligible for cutoff.
  5. Click Yes if prompted to confirm the cutoff action.
  6. Click Done to close the Record Management Actions dialog box.
  1. Select the record or record folder you want to cut off.
  2. Select the More Actions button and point to Records Management.
  3. Select Cutoff. This option is only available on record folders or records that are eligible for cutoff.

To perform uncutoff on a record or record folder

  1. Select the record or record folder you want to cutoff.
  2. From the Records drop-down menu, select Record Management Actions.
  3. In the Record Management Actions dialog box, select Cutoff from the list on the left.
  4. Click Uncutoff. This option is only available if the entry is in the current filing area and has not entered final disposition.
  5. Click Yes if prompted to confirm the uncutoff action.
  6. Click Done to close the Record Management Actions dialog box.
  1. Select the record or record folder you want to cut off.
  2. Select the More Actions button and point to Records Management.
  3. Select Uncutoff. This option is only available if the entry is in the current filing area and has not entered final disposition.