Question

Setting Event Date freezes Metadata??

Records Management

Updated March 7, 2023

asked on February 3, 2016 • Show version history

Hi,

Some of our record folders are configured to use event based retention, such as a contract expiration date. When the Event Dates are set on the record folders, an unexpected consequence occurs - the metadata is locked for all documents in the record folder. This is true in spite of the fact that the record folder is not cutoff, nor explicitly frozen. It even occurs when the event date is in the future.

Is there a configuration to prevent the metadata from being locked when an event date is entered? If not, can you please provide the rationale for why, and an alternative resolution?

Thanks!

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replied on February 3, 2016

Hi Sondra,

Please review this web help page which explains the event based cutoff instruction. It states that

Setting all event dates implicitly closes a record folder. Event dates can still be changed or unset before a record folder is cutoff, though changing the critical event date can also change a record folder's cutoff eligibility date.

In terms of achieving what you want, one option would be to use multiple events in your cutoff instruction. That way you can set one event date as the "real" event and then still keep the record folder open. When you are ready to close the record folder and proceed to cutting it off, you can set the second event date. In your cutoff instruction properties, make sure that it's set such that cutoff eligibility requires all events.

With that being said though, can you provide the specific details regarding your scenario where the event date is set, but the record folder still needs to remain open?

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replied on March 7, 2023

What is the rationale for this? It would be convenient to set the event date when creating the folder so that it would close on the event date (in the future). Currently, I have to review all record folders and add dates which takes additional time and doesn't make sense to me.

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Setting Event Date freezes Metadata??

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