Depending on the instructions in a file plan structure, the system assigns record folders one of the following cutoff states: Pending Cutoff, Cutoff, or Reverse Cutoff and one of the following close states: Open, or Close. Each state determines what actions a user can perform on a record folder or the current system processing for which a record is qualified. A record folder always has two states assigned, one for cutoff and one for close. A user with privileges can manually modify these states. An individual record is assigned only a cutoff state.
Cutoff states and definitions
Cutoff states trigger disposition actions when a retention policy includes an event rule for the cutoff state. Cutoff states are applicable to both individual records or record folders.
- Pending Cutoff. The Pending Cutoff state is the default state in the system. This state processes the cutoff instructions associated to the record category in a file plan structure. In this state, the system has not triggered disposition.
- Cutoff. The Cutoff state triggers a disposition action associated to the retention policy. You can place a record or record folder in a Cutoff state either by manually updating the state or through the processing of the cutoff instructions associated to the record category. By default, when a record folder enters a Cutoff state, the system also places it in a Close state. You can manually open the record folder.
- Reverse Cutoff. After a record or record folder enters a Cutoff state, you can manually remove the record or record folder from the Cutoff state and any disposition action by placing it in the Reverse Cutoff state. In this state, the system will not automatically process the record or record folder until you manually place the item back in the Pending Cutoff state.
When you move a record folder to a different position in the structure of a file plan, the record folder automatically inherits the states from the ancestors in the new position of the file plan structure.
Close states and definitions
Close states control a user’s ability to file into an existing record folder. Depending on the cutoff state, the system automatically sets the Close and Open state for a record folder. However, you can manually update the Close and Open states independent of the state of the cutoff. The close state is assigned only to record folders and is not applicable to individual records.
- Open. The Open state allows users to file records into a record folder and its nested children.
- Close. The Close state prohibits users from filing records into a record folder and its nested children.
Available actions in each state
The following table shows the states that you can manually move a record or record folder to from the existing cutoff state. The close states are associated to a record folder in addition to a cutoff state.
Current State | Available Manual Actions |
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Cutoff Pending |
|
Cutoff |
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Reverse Cutoff |
|