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.

Legal holds created in Code42 server 5.x

Considerations when upgrading:

Preservation policies and matters: When you upgrade to Code42 server version 6.x or later, any existing legal holds are migrated to separate matters and preservation policies. For example, one legal hold created before 6.x becomes one matter and one policy when you upgrade to 6.x or later.
Known issue: If you created a preservation policy with the default settings in version 5.x of the Legal Hold web app, the Remove deleted files setting is not applied properly. We recommend upgrading to version 6.0.4 or later to ensure all existing preservation policies apply settings correctly. Preservation policies created in version 6.0.x or later are not affected.

Access the Legal Hold web app

To access the Legal Hold web app:

Version 6.5 and later

Select Legal Hold in the left navigation menu.

Version 6.0.x and earlier

From the application selector in the upper right of the administration console toolbar, select Legal Hold.

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
-	Action menu Version 6.0.x and earlier only	Opens all preservation policies	Click to view all preservation policies.
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

Custodian 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.
-	Data Size Code42 version 6.0.x and earlier only	Total amount of data in the custodian's archives. Click to sort custodians by total amount of data.
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	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	Reactivate	Reactivates the custodian. See Configure a legal hold for more information.
m	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.

Data collection

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

Zip file and server filesystem restores are not available.
You must restore files to a device (push restore).

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.

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:

For version 6.5 and later, select Legal Hold > Preservation Policies.
For versions earlier than 6.0.x, from All Matters, select the action menu , and choose Manage 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 back up.
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 can still be set using Code42 APIs. For assistance with setting these APIs, we recommend you contact your Customer Success Manager (CSM) to engage the Code42 Professional Services team.

For documentation, see the LegalHoldPolicy section of the API Documentation Viewer. To change the advanced settings, send the API call from /api/LegalHoldPolicy (PUT for create, POST for update, GET for retrieval).

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.