Legal Hold - How To

Topics | How To | Troubleshoot | Related Topics

• Create a New Legal Hold from Search Console
• Create/Modify a Legal Hold from CommCell Console
• Modify a Legal Hold from Search Console
• View Items in a Legal Hold
• Add Data to an Existing Legal Hold
• Create/Modify a Automated Content Classification Policy
• Delete a Legal Hold from Search Console
• Delete a Legal Hold from CommCell Console
• Retrieve Legal Hold Data from Search Console
• Browse and Retrieve Legal Hold Data from CommCell Console
• Restore by Jobs for Legal Hold Data from CommCell Console
• Move Items from One Legal Hold to Another
• Re-submit Failed Items to a Legal Hold

Create a New Legal Hold from the Search Console

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 retrieved 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 retrieved 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.

Before You Begin

• Review Legal Hold.
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To create a new Legal Hold:

1. From the Search Console, search for the required data using the Search text box. You can also refine the search using the Advanced Search options.
2. Select the search result items that you would like to retain in Legal hold and add them to a Review Set by selecting the appropriate review set from the Add Selected Items To... drop-down list at the top of the Search Console. You can also move the result items to a new review set using the New Review Set... option.
3. From the Review set, select the items to be moved to a Legal Hold, choose Legal Hold from the Actions menu and click Submit Action.
4. From the Legal Hold window, select Create new legal hold option, to create a new Legal Hold. If you need to add the result items to an existing Legal Hold, select Add to existing legal hold option and choose the Legal Hold name from the drop down list.
5. Enter the Legal Hold name and Description in the appropriate places.
6. Select the storage policy to be associated with the Legal Hold from the Retention Policy drop down box. On selecting the Storage policy, the Default Retention will be set to the retention time of the selected storage policy. Note that, if the storage policy has multiple copies with different retention time, the highest retention time among them will be set as the Default retention for the Legal Hold.
7. If you need to extend the retention time for the Legal Hold, select Extended Retention checkbox and enter the Retention Date. To provide infinite extended retention time, select Infinite Retention checkbox.
8.  Click OK.

Create/Modify a Legal Hold from CommCell Console

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 retrieved 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 retrieved 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.

Before You Begin

• Review Legal Hold.
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To create/modify a new Legal Hold:

1. To create a new Legal Hold, from the CommCell Explorer window, right click Legal Hold under Content Director node, and select Add.

   To modify a Legal Hold, from the CommCell Explorer window, click Legal Hold under Content Director node, right-click the Legal Hold that needs to be modified and select Edit.

2. From the Create/Edit Legal Hold dialog box, enter a Legal Hold name in the Name text box.
3. Select a Storage Policy to be associated with the Legal Hold from the Storage Policy drop-down box.
4. If required, select Extended Retention and select the retention date for the Legal Hold.
5. Type the description for the Legal Hold and click Next.
6. Click OK.

View Items in a Legal Hold

Before You Begin

• Review Legal Hold.

Required Capability: See Capabilities and Permitted Actions

To view items in a Legal Hold:

1. From the Search Console, click Legal Hold in the left navigation pane and select the Legal Hold name.
2. The list of files in the Legal Hold will be displayed. Click Details... to view the Legal Hold details, such as Description, Accessible Groups, Retention Policy, Default Retention, Extended Retention, Size, Contents, Failed Contents, and Last Append time.

Add Data to an Existing Legal Hold from the Search Console

When you add data to an existing 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 retrieved 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 retrieved once again to the web server and archived into the Legal Hold.

• A new job is created against that Legal Hold and the retention time for the job is based on the Legal Hold retention time from the date of effect.

Before You Begin

• Review Legal Hold.
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To add data to an existing Legal Hold:

1. From the Search Console, search for the required data using the Search text box. You can also refine the search using the Advanced Search options.
2. Select the search result items that you would like to retain in Legal hold and add them to a Review Set by selecting the appropriate review set from the Add Selected Items To... drop-down list at the top of the Search Console. You can also move the result items to a new review set using the New Review Set... option.
3. From the Review set, select the items to be moved to a Legal Hold, choose Legal Hold from the Actions menu, and click Submit Action.
4. From the Legal Hold window, select Add to existing legal hold option.
5. Select a Legal Hold from the drop down list. On selecting the Legal Hold, all the details pertaining to that specific Legal Hold, such as description, storage policy, retention time, etc., will be displayed.
6. Click OK.

Modify a Legal Hold from Search Console

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.

Before You Begin

• Review Legal Hold.

Required Capability: See Capabilities and Permitted Actions

To modify an existing Legal Hold:

1. From the Search Console, click Legal Hold in the left navigation pane and select the Legal Hold to be modified. The list of files in the Legal Hold will be displayed
2. Select Edit Legal Hold from the Actions menu and click Submit Action.
3. From the Edit Legal Hold window, modify the description and extended retention time as required. Note that, the Legal Hold name and storage policy association cannot be modified.
4. Click OK.

Create/Modify a Automated Content Classification Policy

ERM operations can be automated and schedules from the CommCell Console using the Automated Content Classification Policy.

Before You Begin

• Review Record Director Policy.
• Review Legal Hold
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To create/modify a Automated Content Classification Policy:

1. To create a Automated Content Classification Policy, from the CommCell Explorer window, right click Automated Content Classification Policy under Content Director node, and select Add.

   To modify a Automated Content Classification Policy, from the CommCell Explorer window, click Automated Content Classification Policy under Content Director node, right-click the Automated Content Classification Policy that needs to be modified and select Edit.

2. In the Define Workflow step of the Automated Content Classification Workflow dialog, enter a name for the policy.
3. Type the text string or wildcard pattern that you are searching for in the Search For entry space under Search Criteria in the left pane. Note that the asterisk ( * ) and question mark ( ? ) characters are treated as valid wildcards unless surrounded by double-quotes.

   You can further refine your search by entering the desired criteria under the option groups for Emails, Files and Advanced Options, as appropriate for your search.

4. Select the operations to be included in the policy and click Next.
5. Based on the operations selected, follow the appropriate steps below:
   • To associate/dissociate tags to the discovered items:
     1. In the Tagging step of the Automated Content Classification Workflow dialog, select the Content Indexing Engine to be used for the tagging operation from the Select Content Indexing Engine drop-down box.
     2. Select the tags that need to be associated/dissociated for the discovered items from the Available Tags list and click Add>.
   • To add the discovered items to a Legal Hold:
     1. In the Legal Hold step of the Automated Content Classification Workflow dialog, select the Legal Hold to which the discovered items will be added from the Use Legal Hold drop-down box.

        Select <Create New> from the Use Legal Hold drop-down box to Create a New Legal Hold.

   • To restore the discovered items to a Review Set:
     1. In the Restore to Review Set step of the Automated Content Classification Workflow dialog, type a Review Set name in the Review Set Name text box.
     2. From the WebServer Client drop-down box, select a web search server to which the Review Set will be created.
     3. From the On behalf of user drop-down box, select the user name for which the Review Set will be created in the web search server.
     4. Select Process Data archived/protected on or after and specify the date from which the archived/backup data will be considered for the search.
   • To submit the discovered items to an ERM Server using an ERM Connector:
     1. In the ERM Connector step of the Automated Content Classification Workflow dialog, select the ERM Connector to be used from the ERM Connecter drop-down box.

        To create a new ERM Connector, click Create ERM Connector, and follow the procedure for Create/Modify an ERM Connector from the CommCell Console.

     2. Specify the values for the routing rule properties for the selected ERM Connector.
6. Click Next.
7. In the Options step of the Automated Content Classification Workflow dialog, from the Staging Client drop-down box, select the client to which the discovered items will be retrieved and the selected operations will be performed. This option is applicable only for ERM connector and Legal Hold operations.
8. Enter the path to which the discovered items will be restored in the client, in the Restore Destination Path text box. This option is applicable only for ERM connector operations.
9. From the On behalf of user drop-down box, select the user name for which the selected operations are being performed.
10. Process Data archived/protected since displays the date only after the policy has been executed at least once.  The date displayed is the one selected by the user at the time of creating the policy.
11. Select Process Data archived/protected on or after and specify the date from which the archived/backup data will be considered for the search.
12. Click Finish.
13. If creating a new Automated Content Classification Policy, from the Schedule Details (Schedule Details) dialog box, enter the Schedule name and select the appropriate schedule options.
14. From the Schedule Details (Job Retry), enter the appropriate job retry options for the specific schedule.
15. From the Schedule Details (Alerts) tab, configure the alerts for the specific schedule.
16. Click OK.

Delete a Legal Hold from Search Console

Warning: When you delete a Legal Hold, all the data associated with the Legal Hold will become non-retrievable.

Before You Begin

• Review Legal Hold.

Required Capability: See Capabilities and Permitted Actions

To delete an existing Legal Hold:

1. From the Search Console, click Legal Hold in the left navigation pane and select the Legal Hold to be deleted. The list of files in the Legal Hold will be displayed
2. Select Delete Legal Hold from the Actions menu and click Submit Action.
3. Type Delete Hold in the confirmation window. Note that the text entry is case sensitive. Hence, type the text exactly as specified.
4. Click OK.

Delete a Legal Hold from CommCell Console

Warning: When you delete a Legal Hold, all the data associated with the Legal Hold will become non-retrievable.

Before You Begin

• Review Legal Hold.

Required Capability: See Capabilities and Permitted Actions

To delete an existing Legal Hold from the CommCell Console:

1. From the CommCell Explorer window, click Legal Hold under Content Director node.
2. Right-click the Legal Hold that needs to be deleted and select Delete.
3. The Confirm dialog is displayed to confirm the delete operation. Click Yes.

Retrieve Legal Hold Data from Search Console

The search console enables you to retrieve Legal Hold data to a review set. When you retrieve a Legal Hold from the search console, you will notice the following:

• The entire Legal hold data is retrieved to a new review set.
• The retrieved Legal Hold data is viewable from the review set.
• The review set actions pertaining to a normal review set is also applicable for the review set containing Legal Hold data. For more information on review set actions, see Review Set Actions.

  If the review set gets pruned as per the defined review set retention, you can once again retrieve the data from the Legal Hold to a new review set.

Before You Begin

• Review Legal Hold.

Required Capability: See Capabilities and Permitted Actions

To retrieve Legal Hold data from the Search Console:

1. From the left navigation pane, click Legal Hold and select the Legal Hold to be retrieved. The list of files in the Legal Hold will be displayed.
2. Select Retrieve Legal Hold from the Actions menu and click Submit Action.
3. Enter a review set name in the displayed text box. Note that you can retrieve the Legal Hold only to a new review set.
4. Click OK. All the files in the Legal Hold is retrieved to the new review set.

Browse and Retrieve Legal Hold Data from CommCell Console

Browse and Restore

Before You Begin:

• Review the general and agent-specific restore requirements accessed from Restore Backup Data prior to performing any restore operation.

Required Capability: See Capabilities and Permitted Actions

To browse and restore data:

1. From the CommCell Browser, right-click the agent, instance, backup set, or Legal hold set (for Legal Hold data) that contains the data you want to restore, click All Tasks and then click the available Browse command (command names vary by agent).
2. Run a browse operation. See Browse Data for a list of customized browse operations and their step-by-step instructions. If you accept all defaults, you will be browsing the latest backups for the selected data.
3. From the Browse window, Select Objects From the Browse Window for Restore.
4. From the agent's Restore Options and Advanced Restore Options dialog boxes, select the restore options that you want to use. For agents with multiple tabs, do not click OK until you have used all of the desired tabs. When you accept all the default settings, you will be restoring the selected data to its original location. See Restore Backup Data for access to complete information on the agent-specific Restore Destination options and procedures available.
5. When restoring encrypted data, refer to Data Encryption for comprehensive feature information and procedures for using the Encryption tab of the Advanced Restore Options dialog box.
6. After completing your selections, you can either start an immediate restore or schedule the restore.
   • If you want to schedule the job, click the Job Initiation tab from the Restore Options dialog box, click Schedule, schedule the job, and then click OK.
   • If you want to run the job now, accept or click Run Immediately in the same tab and then click OK.

   While the job is running, you can right-click the job in the Job Controller and select Detail to view information on the job. After the data has been restored, you will see a job completion message in the Job Controller and Event Viewer.

Restore by Jobs for Legal Hold Data from CommCell Console

Required Capability: See Capabilities and Permitted Actions

To perform a Restore by Jobs for Legal Hold Data from CommCell Console:

1. Right-click the Legal Hold set, select View, and click Information Management History.
2. In the Information Job History Filter dialog box, if you would like to restore jobs whose start and end times fall within a time range relative to when the restore will start, click Specify time range.
3. Select the other filter options that you want to apply and click OK.
4. A list of information management jobs is displayed in the right pane. Click the jobs that you would like to restore. Using the right-click menu, select Restore Selected Jobs.
5. In the General tab of the Restore Options dialog box and the Job Initiation tab of the Restore Options dialog box, select/set the appropriate destination and any other desired options, and click OK.

Move Items from one Legal Hold to Another

You can move items from one Legal Hold to another from the Search Console. To do this, you need to retrieve the items from the Legal Hold to a new review set and then add the required items from the review set to a different or a new Legal Hold.

Before You Begin

• Review Legal Hold.

Required Capability: See Capabilities and Permitted Actions

To move items from one Legal Hold to another:

1. From the left navigation pane, click Legal Hold and select the Legal Hold to be retrieved. The list of files in the Legal Hold will be displayed.
2. Select Retrieve Legal Hold from the Actions menu and click Submit Action.
3. Enter a review set name in the pop-up window. Note that you can retrieve the Legal Hold only to a new review set.
4. Click OK. All the files in the Legal Hold is retrieved to the new review set.
5. From the Review set, select the items to be moved to a different Legal Hold, choose Legal Hold from the Actions menu and click Submit Action.
6. From the Legal Hold window, select Create new legal hold option, to create a new Legal Hold. If you need to add the result items to an existing Legal Hold, select Add to existing legal hold option and choose the Legal Hold name from the drop down list.
7. Enter the Legal Hold name and Description in the appropriate places.
8. Select the storage policy to be associated with the Legal Hold from the Retention Policy drop down box. On selecting the Storage policy, the Default Retention will be set to the retention time of the selected storage policy. Note that, if the storage policy has multiple copies with different retention time, the highest retention time among them will be set as the Default retention for the Legal Hold.
9. If you need to extend the retention time for the Legal Hold, select Extended Retention checkbox and enter the Retention Date. To provide infinite extended retention time, select Infinite Retention checkbox.
10.  Click OK.

Re-submit Failed Contents to a Legal Hold

When you are adding data to a Legal Hold, if the Legal Hold job fails unexpectedly, you can retrieve the failed contents to a review set and add them to the Legal Hold once again.

Before You Begin

• Review Legal Hold.

Required Capability: See Capabilities and Permitted Actions

To re-submit failed contents to a Legal Hold:

1. From the Search Console, click Legal Hold in the left navigation pane and select the Legal Hold that contains the failed items.
2. From the Actions menu, select View Failed Contents and click Submit Action. A list of failed items will be displayed.
3. From the Actions menu, select Move Failed Contents and click Submit Action.
4. Enter the review set name in the displayed text box. The failed contents will be retrieved to the new review set.
5. Click OK.
6. From the Review set, select the failed items, choose Legal Hold from the Actions menu and click Submit Action.
7. From the Legal Hold window, select Create new legal hold option, to create a new Legal Hold. If you need to add the failed items to an existing Legal Hold, select Add to existing legal hold option and choose the Legal Hold name from the drop down list.
8. Enter the Legal Hold name and Description in the appropriate places.
9. Select the storage policy to be associated with the Legal Hold from the Retention Policy drop down box. On selecting the Storage policy, the Default Retention will be set to the retention time of the selected storage policy. Note that, if the storage policy has multiple copies with different retention time, the highest retention time among them will be set as the Default retention for the Legal Hold.
10. If you need to extend the retention time for the Legal Hold, select Extended Retention checkbox and enter the Retention Date. To provide infinite extended retention time, select Infinite Retention checkbox.
11.  Click OK.

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