A Freeze suspends or extends the lifecycle of records that cannot be destroyed on schedule because of special circumstances, such as a court order or an investigation. Records can continue to be modified whilst being held under a freeze.

Freezes can only be applied to Records and can be applied to one or more Records at a time. Multiple freezes can be applied to a single record, allowing for all items affected by an investigation to be managed at the same time.

In Records365 all users can view and search for items that have one or more Freezes applied. They can also see the details of those Freezes, and see from a Record’s Details page if it is on one or more Freeze.

Create and apply a Freeze

  1. Navigate to either the Browse or Advanced Search page.
  2. Select one or more items. Freezes can be applied in bulk, so, for example, all documents for a particular court order can be placed under the same Freeze in one action.
  3. With one or more Records selected, click Manage Freezes. Freezes can only be applied to Records and not Record Folders.

  1. A sidebar will appear where a Freeze can be applied to the selected set of records. An existing Freeze can be selected or a New Freeze can be created to be applied to the selected items.

  1. When adding a new Freeze, enter a Title and Description for the Freeze.
  2. Add a Comment specific to the Records being placed on Freeze, then click Apply. Disposal is now suspended for these records until the freeze is removed.

A new Freeze can also be created in the Freezes page. Just navigate to the Freezes page, click New Freeze, enter the Title and Description for the Freeze and click Save.

Removing the Freeze on a record

  1. Navigate to either the Browse or Advanced Search page.
  2. Find and select the record that no longer needs a Freeze on it, click Manage Freezes.
  3. The sidebar will display all the freezes that are currently applied to this record, click on the cross next to the Freeze to remove it.
  4. Click Apply, the record will now follow the normal disposal process.

View all the items under a Freeze

  1. Navigate to the Freezes page.
  2. Click on the title of the freeze you would like to check. The Items tab will display all the items that have this Freeze applied on them.
  3. You can use the Filter panel at the top right of the page to filter the items.
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