Manual Actions on Records

Although Gimmal Records is designed to automate the lifecycle process of managed records right up to the point of (and sometimes through) disposition, there may be occasions where you want to manually apply certain actions.

Classify

Records are usually classified via the automated Classification Rules created for each Record Class within the File Plan. There may be occasions however when you want to manually override this. Simply click ‘Classify’ in the drop-down menu for the record and choose the desired class.

Undeclare Record

A record which has been declared is locked in its native repository preventing anyone from modifying or deleting it. Click ‘Undeclare Record’ in the drop-down menu to unlock the record.

Declare Obsolete

You may also make a once relevant record obsolete. Use the drop-down menu and choose ‘Declare Obsolete’. Note that there is a corresponding special trigger within the application called ‘Obsolete’ which enables specific actions to be taken once the record has become obsolete.

Declare Superseded

Similarly, you may also declare a once relevant record to be superseded. Use the drop-down menu and choose ‘Declare Superseded’. As with making a record obsolete, there is a corresponding special trigger within the application called ‘Superseded’ which enables specific actions to be taken once the record has become superseded.

Legal Hold

And finally, although Holds are typically placed on records via the use of automated Legal Hold Rules, you may also place a record on hold manually. Select ‘Legal Hold’ from the drop-down menu and then select the desired pre-defined hold. Any record on hold may not proceed through the disposition process.

For technical support or questions, please contact support@gimmal.com.

First published March, 2025