A freeze (sometimes called a dynamic hold) inhibits disposition processing for an item. This can be used to comply with legal or audit requirements, such as when a legal hold must be placed on information. 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 WebCenter Content Administrator's Guide for Records.
Important:
Creating custom disposition actions requires in-depth technical knowledge of Oracle WebCenter Content. To define custom disposition actions, contact Consulting Services.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.
Recurring freezes can also be scheduled for selected items of content. See the Oracle WebCenter Content Administrator's Guide for Records for details about that process.
This chapter covers the following topics:
The following tasks are involved in managing freezes:
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.Choose Records then Configure from the Top menu. Choose Retention then Freezes.
The Freeze Configuration Page opens.
Click Add.
The Create or Edit Freeze Page opens.
Select a Security Group from the list. This field is only displayed if default security is enabled on the Configure Retention Settings Page.
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.
Specify a name for the freeze.
(Optional) Specify a description for the freeze.
(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. For details, see Section 5.8.1, "Setting ACLs During Software Use."
(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.(Optional) Specify a descriptive text with instructions for unfreezing the items.
(Optional) Specify if a notification should be sent about the freeze. Notifications are first sent out when the freeze is created.
Enter the e-mail address of people to receive the freeze notification and the e-mail address of the person initiating the e-mail. If left blank, the send of the notification is the user who created the freeze.
For example, you could create a freeze for a lawsuit and notify all people working on the lawsuit they need to check in any items pertaining to the lawsuit using the associated freeze.
Use commas to separate multiple e-mail addresses. Spaces are ignored. Do not press Enter to put e-mail addresses on separate lines. If you do, all e-mail addresses after the first line break will not receive the notification.
Required if Send Notification is selected. Maximum characters: 3,000.
The e-mail is (re)sent when Create (on the Create Freeze page) or Submit Update (on the Edit Freeze page) is clicked. The subject line of the e-mail is the freeze name.
When an e-mail is sent, a freeze audit information log is checked into the repository. This log contains information about the freeze (freeze name, description, and creation date) and information about the e-mail notification sent (sender, recipient, message, and send date).
E-mail cannot be sent if default metadata for checked-in audit logs has not been defined.
Enter an e-mail message. Maximum characters allowed: 3000.
(Optional) Specify if notification should be periodically re-sent.
Select a period to wait before re-sending, and the period value (for example, 1 month).
Click Create.
A message is displayed saying the freeze was created successfully, with the freeze information.
Click OK.
Use the following procedure to edit a freeze:
Choose Records then Configure from the Top menu. Choose Retention then Freezes.
The Freeze Configuration Page opens.
Choose Edit then Edit Freeze from a freeze's Actions menu.
The Create or Edit Freeze Page opens.
Make modifications as required, and click Submit Update when done.
A message is displayed saying the freeze was updated successfully, with the freeze information.
Click OK.
Permissions:
The Admin.RecordManager right is required to perform this task. This right is assigned by default to the Records Administrator role.Choose Records then Configure from the Top menu. Choose Retention then Freezes.
The Freeze Configuration Page opens.
Click a freeze name to view.
The Freeze Information Page opens.
When done, click OK.
This page also has menu options to perform the following actions:
Edit: Used to edit the current freeze, unfreeze the freeze, or alter the notification.
Delete: Used to delete the current freeze.
Important:
You cannot delete a freeze if that freeze is currently applied to any content items. If you try, an error message is displayed.Information: Used to perform the following searches:
Screen Frozen Content: Displays a list of content items frozen with the current freeze. The list does not include any frozen content that inherited its freeze status from the parent record folder.
Screen All Frozen Content: Display a list of all content items frozen with the current freeze. The list also includes all frozen items that inherited their freeze status from their parent folders.
Screen Frozen Folders: Display a list of folders frozen with the current freeze. The list does not include any frozen folders that inherited their freeze status from their parent folders.
Screen All Frozen Folders: Display a list of all folders frozen with the current freeze. The list includes all frozen folders that inherited their freeze status from their parent folders.
Permissions:
The Screen... options are available only if you have the Admin.Screening right.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.
Choose Records then Configure from the Top menu. Choose Retention then Freezes.
The Freeze Configuration Page opens.
Choose Delete from a freeze Actions menu.
To delete multiple freezes, select the freeze checkbox and choose Delete from the Table menu on the Freeze Configuration Page.
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.Search for and find the item to freeze.
The Search Results Page opens.
Select the item to freeze by selecting 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.
Choose 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.
Click OK.
A message is displayed saying the item are frozen. To view frozen items after a freeze is executed from the Search Results Page, click the Refresh button or execute a new search.
Click OK.
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.Choose Records then Configure from the Top menu. Choose Retention then Freezes.
The Freeze Configuration Page opens.
Choose Edit then Unfreeze from a freeze's 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.
In the Unfreeze Reason field, specify a reason for the unfreeze action.
Click OK.
A message is displayed saying all items with the selected freeze have been successfully unfrozen.
Click OK.
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.Choose Records then Configure from the Top menu. Choose Retention then Freezes.
The Freeze Configuration Page opens.
Click the Actions menu for a freeze. In the Information Page menu, choose 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 opens, which lists all content or folders meeting the criteria of the selected screening option.
If you set up e-mail notification for a freeze, the notification e-mail is first sent out when you initially create the 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.Choose Records then Configure from the Top menu. Choose Retention then Freezes.
The Freeze Configuration Page opens.
Click a freeze name.
The Freeze Information Page opens.
Make modifications to the e-mail properties (recipients, message text) as required.
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.
Click OK to return to the Configure Retention Settings Page.
Notifications can also be set by searching for a freeze. On the Freeze Information Page, click Edit then Renotify.
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.Choose Records then Configure from the Top menu. Choose Retention then Freezes.
The Freeze Configuration Page opens.
In the Freeze area, click Add.
The Create or Edit Freeze Page opens.
In the Security Group field, make sure RecordsGroup is selected.
In the Filer field, make sure your own user login is displayed.
In the Freeze Name field, type Litigation.
In the Freeze Description field, type Litigation With Company XYZ.
In the End Date field, specify 2/20/2010 as the end date, by typing or using the calendar icon.
In the Unfreeze Instructions field, type Do not unfreeze until the litigation proceedings are completed.
If required, select Send Notification and provide the e-mail properties (recipients, from-address, and message text).
Click Create when you finish.