The need to place a user under Litigation Hold typically arises when an organization has determined that it has an affirmative obligation to secure and retain any electronically-stored information (ESI) that might be relevant to a legal matter. The implementation of a Litigation Hold, also called a Legal Hold, must be timely and performed consistently across an enterprise.
Many organizations prefer that their legal staff be responsible for managing litigation holds, but this isn’t easily accomplished in Office 365 without the intervention of expert IT administrators. CoreView solves this challenge by allowing you to:
- Easily and securely delegate the ability to add or remove Litigation Holds. CoreView can even allow IT admins to delegate the management of Litigation Holds to the legal department or individual staff attorneys, empowering them to directly manage Litigation Holds as part of the normal case workflow, and
- Leverage CoreView’s reporting and analytics to report on legal holds at various levels within the organization. Access to CoreView reports and analytics can also be easily delegated, further empowering your legal teams and promoting self-sufficiency.
Administering Legal Holds
With CoreView, attorneys or paralegals in your organization can quickly and easily add or remove a Litigation Holds using our dedicated Manage Litigation Hold feature. Litigation Holds can be performed against individual users or in bulk through the drop-down menu options in CoreView.
You simply select the individual(s) against whom the Hold is needed and then you answer a few basic questions, as in the example below. Clicking on the blue Proceed button will authorize CoreView to implement the hold.
Removing a user from Litigation Hold is equally as simple. Just follow the same path as you did to implement the Hold and uncheck the IsEnabled field. Click on the blue Proceed button to authorize CoreView to revoke the hold. It’s that simple. Please note that the use of this Management Action through CoreView is not the same as when an account has been placed on an “In-place hold” using Office 365’s query-based eDiscovery tool. Click here to learn more about retention policies Office 365.
Understanding Litigation Holds
The ability to place a user’s mailbox on a Litigation Hold is part of the eDiscovery feature under Security and Compliance in Office 365. Putting mailboxes, public folders or sites (e.g. OneDrive, SharePoint) on Litigation Hold prevents users from permanently deleting all or chosen content. Before the recent updates, litigation hold allowed administrators to secure only whole mailboxes. Partial mailbox protection required using In-Place hold. Now, Litigation Hold allows you to use filters and conditions so that you can decide precisely which items to protect.
Using the “Manage Litigation Hold” management action in CoreView will put the entirety of a user’s ESI on hold. If you have a need to be more selective about the scope of the hold, you should consider using the query-based In-place hold capability available under Security and Compliance in Office 365.
Permissions required to put mailboxes on hold are assigned in Office 365 Security & Compliance Center. The default groups which have all required roles are eDiscovery Manager, Compliance Administrator and Organization Management.
Understanding Office 365 Retention Policies
Retention policies do two basic things: they either protect data from deletion or delete unnecessary items. They can be applied to a whole organization, to a group of users, a single mailbox or a site. With the use of advanced options, you can preserve or delete only those elements which contain words or phrases you choose.
Retention policies used to protect data, scan emails and other item types in the Recoverable items folder. If there is at least one policy which applies to an item – it will not be deleted. Otherwise, after a set period items are permanently deleted. Users can purge items on their own, but with a retention policy protecting such files, the administrator will still be able to access this data using eDiscovery or Search-Mailbox tools.
As those policies can either preserve or delete content, it is important to know what happens if more than one policy affects a single item. There is a set priority among retention rules: the most important rule is that retention always takes precedence over deletion and if more than one retention applies to an item, the longest period wins.
Only users with required permissions can create and manage retention policies. There are two default role groups which include Retention Management: Compliance Administrator and Organization Management.
Using CoreView’s Analyze Capabilities to List Users on Litigation Hold
One of the key value propositions of CoreView, is that our solution provides companies with well over 100 pre-built reports covering almost every facet of the Office 365 lifecycle, with the number of reports growing weekly. In addition to this large inventory of reports, CoreView also allows uses a high degree of flexibility in tailoring a pre-built report to meet their needs and provides advanced reporting capabilities such as complex conditional filtering, pivot tables, dynamic groupings and so on, as well as the ability to export a report in formats. Finally reports can be saved and shared with others, favorited for your personal use, or scheduled to run at a user-defined date and time and distributed to whomever you chose. Reports are available under the Analyze tab.
To develop a specific report to list users on “Litigation Hold,” you first select the Analyze tab and then on the left side menu, scroll down to USER REPORTS and select Users. From here, you can now modify the baseline Users Report to add or remove columns as appropriate.
To locate the attributes (data) that are associated with a Litigation Hold, search for Litigation in the search filed at the top of the column-picker.
Once you have the report configured that way you want, you can then click on the gray hamburger icon to the right of the Columns button where you can then elect to Print, Export, or Save the new report configuration. You can also Schedule the report to run on whatever timeframe meets your needs.
Some Final Thoughts
CoreView’s extensive administrative capabilities are designed to empower organizations with efficient management of Office 365 using existing IT staff. Moreover, CoreView allows you to easily and securely delegate Office 365 administration activities to various levels within your organization, allowing you more time to focus on the enterprise management of Office 365 and improving the level of customer support and enablement.
Today, CoreView is the only unified management solution for Office 365 that can help organizations perform proactive license management and effective security compliance. And a bonus for multi-national organizations, the CoreView interface is easily configurable in multiple languages to accommodate different admin teams from around the world.
If you are interested in finding out more about our CoreView solution and how you can leverage its powerful reporting and analytics features for your organization, please visit us at https://www.coreview.com, or sign-up for a free trial at https://www.coreview.com/request-a-demo/