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Create a matter

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Small Business
Applies to:

Overview

To put backup data on legal hold, create a matter, apply a preservation policy, and add custodians. This article describes how to create and manage a matter.

Legal hold is a part of the eDiscovery process undertaken in response to actual or prospective litigation. For information on how to leverage the Code42 platform for eDiscovery, see our eDiscovery Integration Guide.

Considerations

Code42 partnership with Zapproved
Our Zapproved partnership enables you to use Zapproved to manage your legal hold process. Learn more about how to integrate Code42 and Zapproved for eDiscovery
  • Placing a user (called a custodian) on legal hold creates a new backup set on devices that belong to that user. Placing a user on legal hold changes their backup selection, so they might notice more files and folders selected for backup. The backup set associated with a legal hold is not visible to the end user, but the files backed up by the legal hold are available for user restores.
  • All devices for a user on a legal hold will back up to all destinations available to the user, even destinations that are not selected for backup. As a result, the user may notice an increase in bandwidth usage or delays in the progress of non-legal hold backup sets.
  • A user on a legal hold cannot be deactivated from the Code42 administration console or via LDAP sync. If you need to prevent users from accessing the Code42 environment when they are on a legal hold, we recommend blocking users. Blocking a user prevents the user from accessing the Code42 environment while the Code42 app continues to back up and preserve their data.
  • A custodian's files cannot be collected if the user meets one or both of the following conditions:
Potential data loss when moving users
If a user on a legal hold is moved to an organization that offers different destinations, any legal hold archives on destinations not offered by the new organization will go into cold storage. The legal hold backup set starts over with a new archive on the new destination. As a result, previously backed up files, version history, and deleted files will be lost.

Before you begin

  • Create a preservation policy to apply to your matter.
  • The steps in this tutorial require one of the following roles:
    • All Org Legal Admin (version 6.5.x and later in Code42 environments with an authority server ) 
    • Legal Admin (version 6.0.x and earlier)
    • Org Legal Admin
    • Customer Cloud Admin (Cloud Code42 environment only)
    • SYSADMIN
    • A custom role with appropriate permissions. Users with the legalhold permission are able to view all legal holds.
      Copy one of the legal admin roles to create an appropriate role.

Step 1: Create a matter

  1. Sign in to the Code42 administration console.
  2. Navigate to the Legal Hold web app.
    • (Version 6.5.x and later) Choose Legal Hold in the left menu.
    • (Version 6.0.x and earlier) From the application selector in the upper right, choose Legal Hold.
  3. Select the Create Matter icon (+) from All Matters.
  4. Enter the matter's name.
  5. Choose a preservation policy to apply to your matter.
  6. Click Create.
    The matter is created and appears in the list of matters.

Step 2: Edit matter details (optional)

  1. From the list of all matters, click on the name of the matter.
  2. To create a description, click Edit in the Description section.
  3. Add a description.
  4. To change the preservation policy, click Edit in the Preservation Policy section.
  5. Choose a new policy for the matter.
  6. To add an external reference, click Edit in the External Reference section.
  7. Enter an external reference or notes.
External reference field is searchable
External references allow you to set fields that are searchable using the Code42 API LegalHold resource, and allow you to reference external sources of information or databases, such as case files, spreadsheets, legal documents, or eDiscovery tools.

Step 3: Add custodians

  1. Click the Custodians tab.
  2. Click the Add custodians (+) icon.
    The Add Custodians dialog appears.
  3. Start entering the username or the user id of the user you want to add.
    Matching usernames display as possible choices.
  4. Select the user you want to add.
  5. (Optional) Add additional users if necessary.
    Add custodians dialog
  6. Click Add to save your selection.
    The selected custodians appear in the list of custodians on the Custodians page.

Release and reactivating custodians

Release a custodian

Releasing a legal hold custodian removes the legal hold backup set for the user.

Data loss risk
Releasing a legal hold custodian may lead to data loss. Files and folders included in the backup set of a released legal hold custodian that are not part of another backup set will be permanently deleted at the next archive maintenance. To avoid data loss, do not release a custodian until you are absolutely sure that the custodian's legal hold data will not be required in the future.
  1. Sign in to the administration console on your authority server.
  2. Navigate to the Legal Hold web app.
  • (Version 6.5 or later) Choose Legal Hold in the left menu. 
  • (Version 6.0.x and earlier) From the application selector in the upper right, choose Legal Hold
  1. Select the legal hold that includes the custodian.
  2. Select Custodians.
  3. In the list of custodians, hover over the custodian you want to release.
    The release icon appears at the end of the row.
    Release icon
  4. Click the Release icon.
  5. The Release custodian message opens. Release custodian message
  6. Click Yes, Release to release the custodian.
    The custodian is released.

Reactivate a custodian

Reactivating a custodian does not recover data
Reactivating a custodian does not recover data loss caused by deactivating the custodian. If archive maintenance has already purged the legal hold backup set, then the selected files and folders need to be backed up again.
  1. Sign in to the administration console on your authority server.
  2. Go to the Legal Hold web app:
    • (Version 6.5.x and later) Choose Legal Hold in the left menu.
    • (Version 6.0.x and earlier) From the application selector in the upper right, choose Legal Hold.
  3. Select the legal hold that includes the custodian.
  4. Select Custodians.
  5. From Choose status on the right, select Released.
  6. In the list of custodians, hover over the custodian you want to reactivate.
    The reactivate icon appears at the end of the row.
    Reactivate icon
  7. Click the Reactivate icon.
    The custodian is reactivated.
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