Placing a Hold on a Record

Placing a hold on a record prevents modification to it and halts its records management life cycle, such as not allowing a record folder under hold to be cutoff. 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 action has passed, the record's hold can be removed and it will resume its original life cycle. Placing a hold on a record does not affect its eligibility date.

The hold system is flexible enough to allow you to place a hold on an entire record series or an individual record. Placing a hold obeys the folder hierarchy such that placing a hold on a parent will effectively place a hold on all child entries.

Note: 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. Any records added to a record folder under hold will be themselves placed under hold.

Because of the ability to place a hold on individual records, a record folder may contain both records that are under hold and records that are not. While records under hold are not affected by any disposition actions performed on the record folder, records not under hold are. Therefore, performing disposition actions on a record folder containing both records under hold and records that are not 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 hold, these records can still be transferred. This is because transferring a record does not change its life cycle or jurisdiction.

An object cannot be directly placed under hold multiple times; the Laserfiche folder structure allows inheritance of the hold action. Placing a hold on a folder places a hold on all sub-folders and records contained within it. This means that objects may be affected by multiple hold actions if holds are applied at different levels in the folder structure.

The hold removal action can only be performed on the object that was explicitly placed under a hold. If you place a hold on a record folder, you cannot directly remove a hold on a record within that record folder; you must instead remove the hold on that record folder.

The hold action restricts modifying or removing information, and prevents users from moving records under hold to another location (this excludes transfers, which are allowed during a hold).

Holds and Laserfiche Security

Placing a hold on a record folder or record effectively denies the following entry access rights:

  • Modify Contents
  • Delete Entry
  • Delete Document Pages
  • Rename
  • Annotate
  • Write Metadata
  • Set Event Time
  • Close/Reopen Folder

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

To place a hold on a record series, record folder, or record

  1. Sign in to the appropriate repository as a user with the Add/Remove Hold entry access right on the specific entry.
  2. Select the entry or entries you want to place a hold on.
  3. From the Records menu, select Hold Status.
  4. In the Hold Status dialog box, select Add hold to the selected records.
  5. Enter the reason for the hold in the provided blank space.
  6. Click OK.

To remove a hold from a record series, record folder, or record

  1. Sign in to the appropriate repository as a user with the Add/Remove Hold entry access right on the specific entry.
  2. Select the entries you want to remove the hold from.
  3. From the Records menu, select Hold Status.
  4. In the Hold Status dialog box, clear Add hold to the selected records.
  5. Click OK.

To view all hold operations affecting a record series, record folder, or record

  1. Select the entry under hold you want to view.
  2. From the Records menu, select Hold Status.
  3. In the Hold Status dialog box, under The following holds apply to the selected records, there will be a listing of all hold operations that affect the current entry. The listing will display the name of the entry that was placed under hold, the reason for the hold, and when that entry was placed under a hold.