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Code42 Support

Putting a Hold On Users And Collecting Data for eDiscovery

Applies to:
  • CrashPlan PROe

Overview

This tutorial explains how to apply and manage legal holds on users in your Code42 environment, and how to prepare user data for capture within an e-discovery tool.

The procedures in this article can assist in capturing data for legal holds, audits, or other scenarios that require preserving user data in a specific state.

Considerations

  • We recommend that you use multiple destinations for data that is under a legal hold, to increase data availability and resilience against hardware failure.
  • This article provides general guidelines that you can adapt to your specific needs, and is not meant to be legal advice. Work with your legal and security teams to confirm that the procedures outlined in this article meet your requirements.

Prepare an organization for legal hold

Perform these steps once for your Code42 environment. If you have already prepared an organization for legal hold, you are ready for Placing Users Under Legal Hold.

These steps require the SYSADMIN role or a custom role with the necessary privileges to create organizations, change system settings, and block organizations.

Step 1: Create a legal hold organization

Creating a designated organization for users under legal hold allows you to set specific settings for the users and their data, such as file selection, file and version retention, and device access.

These steps create an organization with no parent organization. Depending on your Code42 environment's settings and geographic distribution, you may choose to create a legal hold organization as a child of an existing organization.

  1. Sign in to your administration console.
  2. Go to Organizations.
  3. Choose Add an Organization.
  4. Enter the name for your legal hold organization.
    This name will be visible to signed-in users.
  5. Click Add.

Step 2: Disable inheritance of settings

  1. In the administration console, select your legal hold organization.
  2. Choose Action menu > Device Backup Defaults.
  3. Deselect Use device defaults from parent so that the legal hold organization does not inherit device settings from the parent or root organization.
  4. Click Save.
    Device Default Backup Settings closes to apply your change.

Step 3: Customize legal hold settings

Work with your legal and security teams to determine the requirements for settings in your legal hold organization.

  1. In the administration console, select your legal hold organization.
  2. Choose Action menu > Device Backup Defaults > Backup.
  3. Change one or more of the following recommended settings:
    • General
      • Backup will run: Change to Always to ensure that data is backed up as immediately as possible.
    • File Selection
      • Included files: Confirm that this setting meets your legal hold requirements.
      • Excluded files: Confirm that this setting meets your legal hold requirements.
    • Filename Exclusions
      • Exclude files and folders: Confirm that this setting meets your legal hold requirements.
    • Frequency And Versions
      • Remove deleted files: Move the slider to the right to set to Never.
      • For all other settings, confirm that the settings meets your legal hold requirements.
    • Advanced Settings
      • Back up open files: Enable in order to to back up as many files as possible.
      • Watch file system in real-time: Enable in order to back up new files with minimal delay.
      • Encryption enabled: Enable to ensure data security.
  4. Click Lock icon to lock and push the changes to the devices in the legal hold organization.
  5. Click Save.

Step 4: Block the organization (optional)

Optionally, block the organization to prevent all users in the organization from signing in to the CrashPlan app. Blocked users and devices continue to back up.

  1. In the administration console, select your legal hold organization.
  2. Select Action menu > Block.
    A confirmation prompt appears.
  3. Click OK to block the organization.

You can confirm that the legal hold organization is blocked by noting the the blocked symbol next to its name on the Organizations Overview and Organization Details pages.
Blocked org

Placing users under legal hold

Perform these steps each time you place users under legal hold.

These steps require the SYSADMIN role, All Org Admin role, or a custom role with the necessary privileges to change a user's organization, block users, and restore user files.

Step 1: Block the users (optional)

If you chose not to block the entire legal hold organization, you may choose to block individual users. Blocked users and devices continue to back up.

For each user that you want to block:

  1. Sign in to your administration console.
  2. Go to Users.
  3. Select the user to block.
  4. Choose Action menu > Block.
    A confirmation prompt appears.
  5. Click OK to block the user.

You can confirm that the users are blocked by noting the blocked symbol next to the users' names in Users Overview and User Details.
Blocked user

Step 2: Move the users to the legal hold organization

Choose to move the users affected by the hold to the new legal hold organization, either manually or by script.

Option 1: Move the users manually

For each user that you want to move:

  1. In the administration console, select the user.
  2. Choose Action menu > Change Organization.
  3. Select the legal hold organization from the Move User window.
  4. Click Move to move the user to your legal hold organization.
    A confirmation message appears.

Option 2: Move the users with an LDAP org name script

You may also use an Org Name script to move users to the legal hold organization based on an available LDAP attribute of the users.

Retrieving user files for processing

After placing users under legal hold, you may need to migrate the users' files into an e-discovery tool or another system. To retrieve the users' data without physically retrieving their devices, restore their files using the administration console or automate the restore process using the Code42 API.

Archive metadata and the Code42 API
Consider using the ArchiveMetadata resource of the Code42 API to prepare a manifest of files on user devices without actually retrieving the data.
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