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Legal Hold reference

Overview

Code42 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 Configure a legal hold for more guidance.

Access matters and preservation policies

To access legal hold matters:

  • Select Administration > Legal Hold > Matters.

To access legal hold preservation policies:

  • Select Administration > Legal Hold > Preservation Policies.

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 Previous / Next View the previous or next page of matters. There are 100 matters per page.  
d Name The name of the matter.  
e Created By Name of the user who created the matter.  
f Date Created Date when the matter was created.  
g Status Status of the matter (Active or Closed).  
h Number of Custodians Number of custodians in the matter.  
i Matter Opens the matter. Click to view Details, Custodians, and Activity.
j 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 listed under All Matters and choose Custodians. The Custodians page 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

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
  • Closed: Displays only inactive custodians
e Previous / Next View the previous or next page of custodians. There are 100 custodians per page.
f Name

Username of the custodian. 

g Devices

Number of devices belonging to the custodian.

h Organization

Name of the custodian's organization. 

i Status

Status of custodian. 

j Collection Displays the Get Files icon for data collection.
k Get Files

Opens the Web Restore dialog for data collection.

 

When Get Files is disabled, this message appears: You do not have permissions to get files for this custodian. 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. However, users with the Cross Org Legal Admin role can get files for custodians in other organizations.

l Release

Releases the custodian from legal hold, which removes the user's backup set from legal hold.

 

If a custodian is released, when you move the cursor over the custodian's entry a + appears with the message Reactivate. Click + to reactivate 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 Administration > 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. Do not change these settings.
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