Instruction to freeze the retention period of a folder beyond its scheduled disposition

SYMPTOMS

You want to freeze the retention period of a folder beyond its scheduled disposition (disposal hold). The DoD and SOX Compliant Record Management Application Bundle provides a "freeze" option on selected files to exclude from scheduled disposal.  According to the Design Criteria Standards for Electronic Records Management Software Applications: The suspension or extension of the disposition of temporary records that cannot be destroyed on schedule because of special circumstances, such as a court order or an investigation.  A freeze requires a temporary extension of the approved retention period.

CAUSE

Not applicable

RESOLUTION

Records Management users must have the appropriate permissions in the Records Management system in order to freeze records.
The system automatically tracks the commencement and progress of retention periods, on all categories, folders and records which have been allocated disposal schedules.

The only exception to the category/folder management of records applies to records created as a specific type.

Instruction to apply the freeze option to a folder or record(s):

• Open a Fileplan section that contains a folder or individual records.
• Select the freeze option from the action menu.
• Click Freeze.
• Define the reason.

Result:
You have freezed a folder or a record. (or multiple records based on the selection).
If a freeze is applied to a folder, records managers are prevented from disposing of the folder and/or records attached to the folder

APPLIES TO

6.1