Circumstances may demand that a particular box must be held beyond its scheduled disposition. This is normally due to litigation, an audit, or a pending project. Should placing a hold become necessary, the Records Custodian must contact the Records Manager or the Records Analyst before a scheduled disposition. The box or boxes can then be placed on a temporary hold, and the Records Custodian will be contacted again at the next scheduled disposition round to review the status of the material.
Records Management asks that material only be placed on hold for valid and specific administrative reasons. It is important from a legal standpoint, should Dartmouth's retention practices ever be challenged, that the institution can document a high level of consistency in applying disposition. If a specific reason cannot be found for holding a particular box, and the Records Custodian is still not comfortable with the disposition, then that may indicate that the retention period needs to be revisited and extended.