15 Setting Up Freezes

Freezing inhibits disposition processing. This can be used to comply with legal or audit requirements. Different types of freezes can be defined to refine the freeze/hold process needed in an organization.

For information about using Federated Freeze during legal processing, see the Oracle Fusion Middleware Administrator's Guide for Universal Records Management.

Important:

Creating custom disposition actions requires in-depth technical knowledge of Oracle UCM. To define custom disposition actions, contact Consulting Services.

This chapter covers the following topics:

Concepts

Tasks

15.1 Freezes

Note:

Freezing is also available for content outside Retention Schedules.

Freezing a content item or record folder inhibits disposition processing for the item or the items in the folder. This may be necessary to comply with legal or audit requirements (for example, because of litigation). In addition, metadata for the folder or item is also frozen.

If an item is frozen, all revisions of the item are frozen. The frozen revision is frozen directly and the other revisions inherit the freeze.

For details about using Federated Freezes during the process of legal discovery, see the Oracle Fusion Middleware Administrator's Guide for Universal Records Management.

Recurring freezes can also be scheduled for selected items of content. See the Oracle Fusion Middleware Administrator's Guide for Universal Records Management for details about that process.

This section covers the following topics:

15.1.1 Managing Freezes

The following tasks are involved in managing freezes:

15.1.1.1 Creating or Editing a Freeze

Use this procedure to create a freeze users can select if they want to freeze a content item.

Permissions:

The Admin.RecordManager right is required to perform this action. This right is assigned by default to the Records Administrator role.
  1. Click Records then Configure from the Top menu. Click Retention then Freezes.

    The Freeze Configuration Page is displayed.

  2. Click Add.

    The Create or Edit Freeze Page is displayed.

  3. Select a Security Group from the list. This field is only displayed if default security is enabled on the Configure Retention Settings Page.

  4. In the Filer field, specify the person who is responsible for creating the freeze. This will normally be the person currently logged in, so the default does not generally need to be changed, but a different user can be chosen from the list if required.

  5. Specify a name for the freeze.

  6. (Optional) Specify a description for the freeze.

  7. (Optional) Specify group and user permissions to restrict who has access to the freeze. These fields are only displayed if ACL-based security is enabled on the Configure Retention Settings Page. See "Setting ACLs During Software Use" for details.

  8. (Optional) Specify the end date of the freeze.

    Important:

    The items are not unfrozen automatically at the specified date. This must be done manually. This field is used for tracking and documentation purposes only.
  9. (Optional) Specify a descriptive text with instructions for unfreezing the items.

  10. (Optional) Specify if a notification should be sent about the freeze. Notifications are first sent out when the freeze is created.

  11. Enter the email address of people to receive the freeze notification and the email address of the person initiating the email.

  12. Enter an email message.

  13. (Optional) Specify if notification should be periodically re-sent.

  14. Select a period to wait before re-sending, and the period value (for example, 1 month).

  15. Click Create.

    A message is displayed saying the freeze was created successfully, with the freeze information.

  16. Click OK.

Use the following procedure to edit a freeze:

  1. Click Records then Configure from the Top menu. Click Retention then Freezes.

    The Freeze Configuration Page is displayed.

  2. Click Edit then Edit Freeze from a freeze's item Actions menu.

    The Create or Edit Freeze Page is displayed.

  3. Make modifications as required, and click Submit Update when done.

    A message is displayed saying the freeze was updated successfully, with the freeze information.

  4. Click OK.

15.1.1.2 Viewing Freeze Information

Permissions:

The Admin.RecordManager right is required to perform this task. This right is assigned by default to the Records Administrator role.
  1. Click Records then Configure from the Top menu. Click Retention then Freezes.

    The Freeze Configuration Page is displayed.

  2. Click a freeze name to view.

    The Freeze Information Page is displayed.

  3. When done, click OK.

15.1.1.3 Deleting a Freeze

Permissions:

The Admin.RecordManager right is required to perform this action. This right is assigned by default to the Records Administrator role. Delete permission (D) for the security group of the freeze is also required.

A freeze cannot be deleted if the freeze is currently applied to any items.

  1. Click Records then Configure from the Top menu. Click Retention then Freezes.

    The Freeze Configuration Page is displayed.

  2. Click Delete from a freeze Action menu.

To delete multiple freezes, select the freeze checkbox and click Delete on the Table menu on the Freeze Configuration Page.

15.1.1.4 Freezing Items, Folios or Folders

Use this procedure to freeze a folder, content item or folio.

Permissions:

The Admin.RecordManager right is required to perform this task. This right is assigned by default to the Records Administrator role.
  1. Search for and find the item to freeze.

    The Search Results Page is displayed.

  2. Select the item to freeze by clicking the checkbox next to the item name.

    A dialog is displayed. If changing the freeze that is in use, select a freeze from the list.

  3. Click Edit then Freeze Selected from the Table menu.

    Select a freeze reason from the Freeze Dialog. Freezes added to the user's Favorites list appear. To see all freezes, click the Show All Freezes link. Enter a reason for the freeze.

  4. Click OK.

    A message is displayed saying the item are frozen.

  5. Click OK. To view frozen items after a freeze is executed from the Search Results Page, click the Refresh button or execute a new search.

15.1.1.5 Unfreezing Frozen Items or Folders

Use this procedure to unfreeze all folders or content items currently frozen with a particular freeze.

Permissions:

The Admin.RecordManager right is required to perform this task. This right is assigned by default to the Records Administrator role.
  1. Click Records then Configure from the Top menu. Click Retention then Freezes.

    The Freeze Configuration Page is displayed.

  2. Click Edit then Unfreeze from a freeze's Item Actions menu.

    A dialog is displayed. If changing the freeze that is in use, select a freeze from the list. Freezes added to the user's Favorites list appear. To see all freezes, click the Show All Freezes link.

  3. In the Unfreeze Reason field, specify a reason for the unfreeze action.

  4. Click OK.

    A message is displayed saying all items with the selected freeze have been successfully unfrozen.

  5. Click OK.

15.1.1.6 Searching for Frozen Content and Folders

Use this procedure to search for content items or folders currently frozen with a specific freeze.

Permissions:

The Admin.RecordManager right and Admin.Screening right is required to perform this task. These rights are assigned by default to the Records Administrator role.
  1. Click Records then Configure from the Top menu. Click Retention then Freezes.

    The Freeze Configuration Page is displayed.

  2. Click the Action menu for a freeze. In the Information Page menu, click one of the Screen... options:

    • Screen Frozen Content: Used to display a list of all content items currently frozen with the selected freeze. The list will not include any frozen content that inherited freeze status from a parent record folder. Either this option or the next option produce essentially the same result.

    • Screen Derived Content: Used to display a list of all content items currently frozen with the selected freeze and any items frozen in a folder with this freeze. Therefore, the list includes all frozen items that inherited their freeze status from their parent folders.

    • Screen Frozen Folders: Used to display a list of all folders currently frozen with the selected freeze. The list will not include any frozen folders that inherited their freeze status from their parent folders.

    • Screen All Frozen Folders: Used to display a list of all folders currently frozen with the selected freeze. The list will also include all frozen folders that inherited their freeze status from their parent folders.

    The Frozen Item Page is displayed, which lists all content or folders meeting the criteria of the selected screening option.

15.1.1.7 Re-sending an E-Mail Notification for a Freeze

If you set up e-mail notification for a freeze, the notification e-mail is first sent out when you initially create the freeze (see "Creating or Editing a Freeze"). You can elect to periodically send out notifications when you set up a freeze.

Use this procedure to send the e-mail notification about the freeze again (for example, because you want to notify the people involved about a change in the freeze implementation).

Permissions:

The Admin.RecordManager right is required to perform this task. This right is assigned by default to the Records Administrator role.
  1. Click Records then Configure from the Top menu. Click Retention then Freezes.

    The Freeze Configuration Page is displayed.

  2. Click a freeze name.

    The Freeze Information Page is displayed.

  3. Make modifications to the e-mail properties (recipients, message text) as required.

  4. Click Submit Update when done.

    A message is displayed saying the freeze was updated successfully, with the freeze information. The notification e-mail has been sent using default e-mail settings.

  5. Click OK to return to the "Configure Retention Settings Page" page.

Notifications can also be set by searching for a freeze. On the Freeze Information Page, click Edit then Renotify.

15.1.2 Example: Creating a Freeze

This example creates a freeze due to litigation with a company that is valid until 2/20/2010.

Permissions:

The Admin.RecordManager right is required to perform the tasks in this example. This right is assigned by default to the Records Administrator role.
  1. Click Records then Configure from the Top menu. Click Retention then Freezes.

    The Freeze Configuration Page is displayed.

  2. In the Freeze area, click Add.

    The Create or Edit Freeze Page is displayed.

  3. In the Security Group field, make sure RecordsGroup is selected.

  4. In the Filer field, make sure your own user login is displayed.

  5. In the Freeze Name field, type Litigation.

  6. In the Freeze Description field, type Litigation With Company XYZ.

  7. In the End Date field, specify 2/20/2010 as the end date, by typing or using the calendar icon.

  8. In the Unfreeze Instructions field, type Do not unfreeze until the litigation proceedings are completed.

  9. If required, click the Send Notification box, and provide the e-mail properties (recipients, from-address, and message text).

  10. Click Create when you finish.