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Code42 Support

Legal Hold reference

Overview

The Code42 Legal Hold web app allows your legal team to easily create and manage preservation policies, place users (custodians) in your Code42 environment on legal hold, and collect data. See the Legal Hold configuration guide for more guidance on using the Legal Hold web app.

Access the Legal Hold web app

To access the Legal Hold web app, select Legal Hold in the left navigation menu.

All Matters

From All Matters you can:

  • Create a preservation policy
  • View all matters in your Code42 environment
  • Filter the list of matters by status
  • Close a matter

You are prompted to create a preservation policy before you can create a matter.

Legal hold matters

Item Description Click to view
a Add matter Creates a new matter. Click to view Create Matter.
b Choose status Filters matters according to status.  
  All Displays all matters.  
  Active Displays only active matters.  
  Closed Displays only inactive matters.  
c Name The name of the matter. Click to sort matters by name.
d Created By Name of the user who created the matter. Click to sort matters by creator name.
e Date Created Date when the matter was created. Click to sort matters by creation date.
f Status Status of the matter (active or inactive). Click to sort by status.
g Number of Custodians Number of custodians in the matter. Click to sort by number of custodians.
h Matter Opens the matter. Click to view Details, Custodians, and Activity.
i Close Closes the matter.  

Create Matter

From All Matters, click + to create a matter.

Create a matter

Command Description Click to view
Matter name Names the matter.  
Preservation Policy Applies a preservation policy to the matter.

Note: Only 1 preservation policy can be applied to a matter.
Click to view all of the preservation policies in your Code42 environment.

Details

From All Matters, click on a matter to display Details. It allows you to view and change the following attributes of a matter:

  • Name
  • Description
  • Preservation policy
  • Reference fields

Matters details

Item Description
a Rename Changes the name of the matter
b Action menu

Closes or reactivates the matter.

Note: Closing a matter removes the matter's files from legal hold.

c Edit Description Changes the description of the matter.
d Edit Preservation Policy Changes the preservation policy of the matter.
e Edit Reference fields Changes the External Reference and Notes fields for the matter

 

Custodians

To view the Custodians, click on a matter from the All Matters page, and choose Custodians. The Custodians page in the Legal Hold web app allows you to:

  • Add users, also known as custodians, to a matter
  • Release custodians
  • View a list of the custodians within a matter
  • Collect files from custodians as part of a legal process

Custodians details

Item Description
a Rename Renames the matter.
b Action menu

Closes or reactivates the matter.

Note: Closing a matter removes the matter's files from legal hold.

c Add custodian Adds a user to the matter. A user under legal hold is called a custodian.
d Choose status Filters custodians according to status.
  All Displays all custodians.
  Active Displays only active custodians.
  Released Displays only inactive custodians.
e Name

Username of the custodian. Click to sort custodians by username.

f Devices

Number of devices belonging to the custodian. Click to sort custodians by number of devices.

g Organization

Name of the custodian's organization. Click to sort custodians by organization name.

h Status

Status of custodian. Click to sort custodians by status.

i Collection Displays the Get Files icon for data collection.
j Get Files Opens the Web Restore dialog for data collection.
k You do not have permissions to get files for this custodian
Code42 cloud enivornments only
Displays error when Get Files is disabled. This appears because users with the Org Legal Admin role can only get files for custodians who are in their same organization or a child organization.
l Release Releases the custodian from legal hold, which removes the user's backup set from legal hold. See Configure a legal hold for more information.
m Reactivate Reactivates the custodian. See Configure a legal hold for more information.

Data collection

From Custodians, click Get Files to open a web restore window. Follow the standard web restore process with the following modifications:

legal hold web restore

Activity

From All Matters, select a matter, and choose Activity. The Activity page displays a timeline and description of important events in a matter.

File collection activity appears on timeline 24 hours later 
When you collect files from a custodian on legal hold, that action appears on the activity screen of the Legal Hold web app 24 hours later.

Activity details

Item Description
a Rename Renames the matter.
b Action menu

Closes or reactivates the matter.

Note: Closing a matter removes the matter's files from legal hold.

c Event time Time of an event.
d Event description Description of an event.
e Event date Date of the an event.

All preservation policies

To access all preservation policies, select Legal Hold > Preservation Policies.

All Preservation Policies

Item Description Click to view
a Create preservation policy Creates a new preservation policy.  
b Policy name Name of the preservation policy.  
c Created by Displays the user who created the preservation policy.  
d Date created Date the preservation policy was created.  
e Date modified Date the preservation policy was last modified.  
f Preservation policy Name of the preservation policy. Click to view or configure the preservation policy.

Configure preservation policy

From All Preservation Policies, click on a preservation policy to display the preservation policy's Details. It allows you to view and change the following settings:

  • Backup time and frequency
  • File selection
  • File version and retention

Legal hold preservation policy

Item Description
a Rename Changes the name of the matter.
b Backup will run Sets when backups run.
c Verify selection every Sets when file verification scans run.
d Edit General Backup settings Changes when backups and file verification scans occur for devices in matter.
e Included files Selects which predefined categories of files and folders to include.
f Excluded files Selects which predefined categories of files and folders to exclude.
g Edit File Selection Changes which files and folders to include and exclude.
h All OS Sets exclusions applying to all operating systems.
i Mac Sets exclusions applying to Mac devices only.
j Windows Sets exclusions applying to Windows devices only.
k Linux Sets exclusions applying to Linux devices only.
l Edit Filename Exclusions Changes filename extensions to exclude from legal hold. You can use file extensions or regular expressions.
m Frequency Defines how frequently new versions of a file are backed up.
n Version retention Defines the version retention policy.
o Edit Frequency and Versions Changes frequency and version settings for devices in this matter.
p Back up open files Enables or disables backing up files that are open (in use) at the time of backup.
q Edit Advanced Settings Changes the advanced settings for devices in this matter. We recommend that you do not change these settings.

Advanced settings in the Code42 API

In version 6.8.3, the following settings were removed from Advanced Settings in the preservation policy details page. These settings improve the performance and security of your Code42 environment and should always be enabled. You can use the Code42 API to enable these settings if they were disabled previously. For assistance with setting these APIs, we recommend you contact your Customer Success Manager (CSM) at csmsupport@code42.com to engage the Code42 Professional Services team. 

For documentation, see the legal-hold-policy in the API Documentation Viewer. To change the advanced settings, use the API resource/api/v4/legal-hold-policy.

Setting Description
Data de-duplication

API:  dataDeDuplication

 

Controls data de-duplication rate.

  • Automatic (default) - Full de-duplication is used when going over an Internet connection. Minimal is used when going direct to disk or over LAN.
  • Full - Every effort is made to identify duplicate data. While being 100% effective, it requires a great deal of CPU power. You're sacrificing CPU and speed to save bandwidth and disk at destination.
  • Minimal - Several methods are used to identify duplicate data. While about 90% effective, it requires far less CPU power and speeds up initial backup significantly, typically 400% on a single processor system.

You can set the API only to FULL or its current value. Once you set the API's value to FULL, you cannot change it to another value. 

Compression

API:  compression

 

Controls how the Code42 service compresses your backup. Compressed backups use less bandwidth and less disk space. Compression does consume some CPU, but not enough to offset overhead due to maxing out your bandwidth or I/O. Because you generally have more CPU available than bandwidth or disk I/O, we do not recommend turning off compression.

  • On  (default) - All files are compressed.
  • Off - No files are compressed.
  • Automatic - Files that do not compress well or are already compressed are not compressed by the Code42 service.

You can set the API only to On or its current value. Once you set the API's value to On, you cannot change it to another value. 

Encryption enabled

API:  encryptionEnabled

 

Indicates whether encryption is turned on.

  • True (default) - Encryption is turned on.
  • False - Encryption is turned off.

You can set the API only to True or its current value. Once you set the API's value to True, you cannot change it to another value. 

Watch file system in real-time

API:  watchFiles

 

Indicates whether the Code42 service is constantly monitoring for file changes.

  • True (default) - File changes are monitored in real-time.
  • False - File changes are not monitored in real-time.

 

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