Preservation in Place

• Use a guided workflow to preserve data directly in Google Vault or Office 365 automatically.
  • Users can now select to Enable Google Vault Preservation or Enable Microsoft Preservation when creating a Legal Hold.
    • Within Google Vault, users can select to Preserve Gmail, Drive, or Chat data.
    • Within Microsoft Preservation, only the Custodian Email and Individual Teams Messaging will be preserved so there are no additional options to select.

• These options can be revised as needed using the Edit This Hold option before Custodians are added.

• Once the custodians are added, Preservation in Place will be automatically enabled at the same time the notifications are sent.
  • Step 4 of the Legal Hold Guide will show which Preservation is enabled while it sends the notifications.

• The progress of Preservation in Place will display in the Preservation Log.
  • Request Type will indicate the process initiated by Legal Holds (Start Preservation, Stop Preservation, Release Custodian, Restore Custodian).
  • Request Call Status will indicate whether the call to the integration builder succeeded.
  • Request Call Error will display the error received from the integration builder.
  • Request Execution Status will indicate whether the integration builder command to the data source succeeded or not.
  • Request Execution Result will display the output of the integration builder command.
  • The Start Date, Name and Email Address of the user making the preservation request will also be tracked along with the names of the Custodians preserved and not preserved.
  • When a Custodian is released from a Legal Hold, the release from the data preservation displays here as well.   

• When a Legal Hold includes a Google Preservation, users with admin access to Google Vault will be able to see the preservation status updated there as well. The Matter Name will appear as the Matter in Google Vault and the Legal Hold name will appear in the Holds tab of that Matter in Google Vault.

• Note that if more than one option is chosen for Google Preservation, each type of preservation will appear as a separate Hold within the Matter in Google Vault with the type of data appended to the Legal Hold Name.

• Clicking on the Legal Hold Name in Google Vault will display the users that were preserved.

• Since Microsoft Preservation is enabled with a PowerShell script to enable the Litigation Hold flag on the back end, the preservation is not displayed within the Microsoft Outlook or Exchange UI the way it is with Google Vault.
• Note that when Custodians are released from a Legal Hold, they may still have Preservation enabled because they are still part of other Legal Holds which include Data Preservation.  This will be documented in the Preservation Log.

Attachments for Legal Hold Notifications

• Securely upload attachments to add additional context toLegal Hold Notifications.
  • Users can now select to add attachments to their Legal Hold Notifications either in the Draft Notice step or by updating the Regular Hold Template. Any attachment added during the Draft Notice step will replace any attachment already provided from the Template. At this time, only one attachment (up to 250 MB in size) can be included with each Legal Holds Notification.

• Intuitively customize Legal Hold Reports to understand the progress of all legal holds, including status, survey results, and time range.
  • Users can easily filter their Legal Reports using the new Report Criteria drop down. After selecting a Matter, users can filter the Holds for that matter by Hold Status, Hold Type, Silent Hold, Hold Start and End Date Ranges, or even by Hold Name.
  • Users can further refine their report data by filtering Custodians by Name or Status, filtering Correspondence by Type or Status, or Filtering Surveys by Status.
  • Users can also determine whether to display Surveys or Correspondence in line with the Custodian information and choose to display a Detailed View or Simplified View.
  • Users can modify all these settings before or after they generate the report. Then they can save the final settings so that the report will automatically generate with those settings the next time the user runs it.

• The Legal Holds Report will also show Preservation Dates for Holds that have Preservation in Place Enabled.
• The print settings have also been improved to avoid unintended word wraps or page breaks.

• Schedule the Custodians on Hold report to be emailed on a regular basis with additional fields available for customization.
  • The report now includes fields for Currently Escalated To Manager, Last Escalation Sent Date, Department, and Employment Status as well as Preservation Status, Start, and End Dates for Microsoft and Google
  • Legal Hold Admin users can now Enable Custodians On Hold Report emails so that administrators can receive a spreadsheet report of all Custodians on their Legal Holds. These change notification emails can be sent Daily, Weekly, Monthly, or Quarterly like the Custodian Digest settings.
  • The report will be sent as an attachment to the email and can best be viewed in Excel.

• When a Custodian has been Released from a Legal Hold but needs to be added back to the same hold, there is now an option to Restore the Custodian from which can be accessed from the Custodian Record on the Released Custodian tab.

• If a user attempts to send a Legal Holds Notification with an empty subject, a warning message will now appear on the Draft Notice page to prevent that blank notice from being sent.

• If a user attempts to send a Legal Holds Notification containing fields that are empty, a warning message will now appear on the Review and Send page highlighting each field that is empty in red.

• Users can now delete Survey Templates that have not been used in any Legal Hold.

• Preservation in Place
  • In the rare case where a user adds a Custodian to a Hold immediately after revising that Hold without allowing enough time for the hold revision to complete, then that Custodian will fail to be put on Preservation Hold and will need to be retried manually.
• Custodian on Hold Reports
  • Currently the Custodian on Hold widget does not load for some users that have multiple Filtered Data Views with the same name. This should be resolved with the next Platform fix.