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Setting Up a Legal Hold Storage Policy
Legal Hold is the process used by an organization to identify and segregate relevant data found during a data discovery operation and preserve them for a long term for legal purposes. For example, you can use Legal Hold to preserve relevant information of any pending or anticipated litigation or of any routine investigation for a long retention time.
The Legal Hold feature uses a highly accurate policy based approach to search and restore legal information from backups/archives or any electronically found data (such as, emails and files) and retain a subset of the data for long term retention. This feature is especially useful, when you have to search legal data from multiple retention policies and archive them to a Legal Hold with a specific retention policy.
Legal Hold operations are performed by a compliance user.
The following section provides the steps to deploy Legal Hold:
1. CommServe
2. MediaAgent
3. CommCell Console
4. Search Console
In order to perform a legal hold, you need to create a storage policy with Legal Hold enabled. For step-by-step information on creating a storage policy, see Create a Storage Policy. When creating a new storage policy, an option is displayed in the Storage Policy Creation Wizard to select whether this new storage policy can be used for Legal Hold purposes or not. On enabling this option, the storage policy will be configured for Legal Hold operations.
Note the following on Legal Hold storage policies:
You can create a Legal Hold from the Search Console as well as from the CommCell Console.
Once you perform a search operation and move the discovered items to a review set, you can select specific search items from the review set and move them to a new or an existing Legal Hold to retain them for a selected retention time. For step-by-step instructions on creating a new Legal Hold, see Create a New Legal Hold. For step-by-step instructions on adding data to an existing Legal Hold, see Add Data to an Existing Legal Hold.
Legal Holds can be created from the Content Director node in the CommCell Console. When creating a new Legal Hold, you specify the Legal Hold storage policy to be associated as well as provide an extended retention time and description if required. For step-by-step instructions, see Create/Modify a Legal Hold from CommCell Console. Once created, you can automate and schedule the process of assign data discovered from a search operation to the Legal Hold from the Content Director Policy. For step-by-step instructions, see Create/Modify a Content Director Policy.
When you create a Legal Hold, note the following:
The Legal Hold data is an unaltered copy of the original data. On creating a Legal Hold, the selected search items are restored to the web server and archived as a Legal Hold. If the search items are already available in the web server (i.e., viewable in the Search Console), when you move them to a Legal Hold, they are restored once again to the web server and archived into the Legal Hold.
Whenever a new Legal Hold is created, a corresponding Legal Hold Set is automatically created under the CommServe's File System iDataAgent in the CommCell Console.
A Legal Hold Set is a special type of On Demand Backup Set that is generated for each Legal Hold. For more information, see On Demand Data Protection Operations. The Legal Hold Set holds all the items added to the Legal Hold. The items in the Legal Hold Set are retained for a period either specified by the retention policy or by the extended retention time selected by the user while creating the new legal hold.
All the files moved to the Legal Hold are assigned to the Legal Hold Set and is archived as a Legal Hold archive operation. During this process, the Job Controller window in the CommCell Console displays an information management job. For more information on jobs, see Job Controller.
Once a Legal Hold is created, you can modify the description and retention time of the Legal Hold. When you modify the retention time of the Legal Hold, all the existing items in the Legal Hold and the new items that will be added to the Legal Hold will reflect the modified retention time.
For step-by-step instructions on modifying a Legal Hold from the Search Console, see Modify a Legal Hold from Search Console. For step-by-step instructions on modifying a Legal Hold from the CommCell Console, see Create/Modify a Legal Hold from CommCell Console.
When you delete a Legal Hold, all the data associated with the Legal Hold will get pruned during the next data aging operation on the CommServe. Only compliance users who have administrative privileges on the Legal hold Sets are allowed to delete the Legal Holds.
For step-by-step instructions on deleting a Legal Hold from the Search Console, see Delete a Legal Hold from Search Console. For step-by-step instructions on deleting a Legal Hold from the CommCell Console, see Delete a Legal Hold from CommCell Console.
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Warning: When you delete a Legal Hold, all the data associated with the Legal Hold will become non-restorable. |
Users must have specific permissions to execute Legal Hold operations. Refer to the following:
For more information on setting user permissions, see User Administration and Security.
After creating a Legal hold, you can restore information from the Legal Hold using the following ways:
The search console enables you to restore Legal Hold data to a review set. When you restore a Legal Hold from the search console, you will notice the following:
| If the review set gets pruned as per the defined review set retention, you can once again restore the data from the Legal Hold to a new or existing Review Set. |
See Restore Legal Hold from Search Console for step-by-step instructions.
The CommCell Console provides you the facility to restore all the items or selected items from the Legal Hold to the desired location. You can restore the Legal Hold data from the Legal Hold set in any of the following methods:
When you browse for Legal Hold data, you will notice that the Browse window does not display the actual path to the files. This is because, for a Legal Hold, the backup files are restored from the client to a web server and then archived as a Legal Hold operation in the CommServe. As a result, all the Legal Hold operations will be associated only with the CommServe and hence the actual path to the files is not available. Therefore, to resolve this issue, the Browse window displays a system generated path in the following order:
For step-by-step instructions on performing a browse and restore, see Browse and Restore.
The CommCell Console supports an out-of-place restore of Legal Hold data.
| Basic restore will not be supported because Legal Hold uses a system generated path instead of the actual path to the files to be restored. |
A Legal Hold backup operation will also back up the tags associated with the search item. When the Legal Hold backup is content indexed, these tags are automatically detected and sent to the Content Indexing Server for content indexing.
When performing a Legal Hold operation, note the following:
For information on License requirements for Legal Hold, see License Requirements.
Operations performed with this feature are recorded in the Audit Trail. See Audit Trail for more information.
You can configure Information management Job alert from the CommCell Console to monitor the status of the Legal Hold operations. See Alerts and Monitoring for more information.
The CommCell Configuration Report now includes information on the Legal Holds created in the CommServe.
Consider the following when creating a Legal Hold: