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Holds

Sometimes circumstances require that some document(s) be preserved for a certain period of time and those documents should not be subject to AutoRecords disposition actions. Holds may be used to prevent any Actions from taking place on specific objects for a specified period. A hold consists of:

  • Hold Name
    • Free text custom identifier
  • Hold Description
    • Free text description of why this hold exists
  • Hold Start Date
    • Date to indicate when the hold will start being active
  • Hold End Date
    • Date on which the hold will no longer be active
  • Hold Owner
    • The user that created/mandated the creation of the Hold

hold

AutoRecords searches all objects that are on Hold and automatically prevents any associated Events from occurring. If there is an active Hold, Actions will not be created for the document/object. The same Hold may apply to many objects and an object may have any number of Holds.

Applying Holds

Applying a hold involves setting the Hold property as follows:

  • Once a Hold is created, the Records Manager must perform a search to find documents that should be placed on hold.
  • If the objects do not contain the Hold property, the Records Manager must manually Add the Records Management Hold(s) Property.
  • The Records Management Hold(s) Property is a drop down which lists all Hold objects on the system. To place an object on hold, simply select on of the Holds listed.
  • The Hold End Date determines when the object is no longer on hold, so there is no need to ever go back and manually remove the Hold.
caution

Since M-Files preserves old versions of documents automatically, Holds do NOT change the permissions on an object to prevent the users from making updates to the document.