A legal hold stops a disposal, and a disposal is certified
Who is involved
| Role | What they do |
|---|---|
| Records manager | Places the legal hold when a case needs the record and releases it when the case closes. |
| Archivist | Previews what is due and disposes of records. |
| Correspondence auditor | Checks the certificate and the trail afterwards. |
Step by step
- Archivist
Opens the due-for-disposal preview.
What they see:The records that will fall due, with the rule and the reason for each.
- Records manager
Places a legal hold on one record with a reason and a case reference.
What they see:The record is locked and drops out of the preview.
- Archivist
Tries to dispose of the held record.
What they see:A named refusal that mentions the hold.
- Records manager
Releases the hold when the case closes.
What they see:The record can fall due again; its disposal date is worked out again at the next nightly run.
- Archivist
Disposes of the record, naming the receiving authority if it is a transfer.
What they see:A numbered disposal certificate. The register line stays.
- Correspondence auditor
Opens Disposal certificates and the record's history.
What they see:The certificate, who authorised it and the fingerprint; no way to edit it.
Who is told what
Holders, records managers and archivists receive a warning before a record is destroyed (30 days by default), and records managers and archivists receive a notice after it is disposed of.
Related
- Correspondence Register
- Notification Centre
- A letter routed to a department opens for its head
- A memo reaches a department and the sender sees who has opened it
- A recipient refuses a letter that was not meant for them
- Departments and people from HR address the mail
- Letter attachments are stored as documents
- Team workflows