Configuring Legal Hold Jobs
Legal Hold is a way of preserving data to create an immutable record. The Legal Hold feature prevents the data in question from being deleted. Two types of Legal Hold can be enabled in IPRO Search: Legal Hold for Archives and Legal Hold for Live Content—see
To enable a Legal Hold on Archives in IPRO Search, a Legal Hold job must be set up in the IPRO Admin UI. One Legal Hold job must be configured for each Archive location that is placed under Legal Hold.
The steps outlined below show the creation and configuration of the Legal Hold job that is needed to place an Email Archive on Legal Hold.
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Select Archiving > Agents > Email Archiving.
- At the bottom-left of the License tab, click Create.
- In the Create a Job dialog box, give the new Legal Hold Archive job a name and click Create.
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TIP
For consistency and as a best practice, specify that it is a Legal Hold job and note the policy that you previously set and intend to use, as well as job frequency. - The new job is created and appears under Email Archiving. Click on it.
- Select the Criteria tab.
- In the Source section, select one of the following:
- Mailbox: Archive messages residing in either live mail, in archives, or both.
- PST Files: Archive either regular PST files or Journal PST files. Choose the device. You have the option to include PST name.
- In the Output Destination section, select an Archive storage location.
- Leave the Do not Mark as Archived option deselected so that archive tags are placed on messages that are successfully archived. The job will then skip messages that are already archived.
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NOTE
To skip over messages already archived, you should also have enabled Process all unpublished messages in the Policy Criteria > Search Scope section of the applicable policy. - IPRO does not recommend that you Delete items from source after archiving.
- In the Indexing section, select the Enable Real-Time Indexing option to allow messages to be searchable as soon as it is archived. Although this may slow processing time, enabling this option is still recommended. If you must disable it to maintain certain processing speeds during peak periods, you can always index after the fact.
- In the Retention Criteria section, do the following:
- Select the Apply Retention Flag option to apply a flag to messages archived, indicating the period that the archives should be retained.
- Set the number of days corresponding to the retention policy you established. These flags will be used in conjunction with deletion (Archive Lifecycle) jobs. Enter the number of days the retention flag will apply.
- The retention period is indicated by the number days. For example, five years is expressed as 1,825 days.
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NOTE
Retention flags can simplify archive deletion. Therefore, if you have general retention periods for your email data, it is recommended that you use the retention flag feature. However, you are not locked in to that retention period. If your organizational retention policy changes, ARCHIVE allows you to override the retention flag and delete archived items based on your new retention period. - To comply with regulatory and best-practices records-retention requirements, select the Enable Non-Erasable Format option to create non-rewritable, non-erasable WORM volumes on NetApp, NearStore, and FAS storage systems. This prevents critical files from being altered or deleted until a specified retention date has been reached.
- When used in conjunction with these storage systems, the files are tamper-proof and non-erasable until the retention date has been reached.
- To apply the Legal Hold job to all custodian archive repositories included in the Legal Hold case, select Legal Hold.
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The corresponding Legal Hold case created in IPRO Search can include multiple custodians and multiple custodian archive locations. In the IPRO Admin UI, one Legal Hold job must be created for each archive repository included in the Legal Hold case. - For more information on how Case Managers work with Legal Hold—see Applying Legal Hold.
- To overwrite any matching items in the target location, select the Overwrite Existing Archives option.
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To overwrite existing archives, you should also have enabled Process all messages in the Policy Criteria > Search Scope section of the applicable policy. - Process Failed Accounts can be left unchecked unless you are running a job specifically to remediate a failed archived job.
- To remove attachment from messages being archived, select the Also Strip Attachments from Messages being Archived option.
- Click Save.
- Select the Job Settings tab.
- In the Policy section, select the relevant policy from the list.
- (Optional) If the job will run regularly, set the schedule in the Schedule section and include the time.
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Select the Users. Click Select to find the user accounts to include in the Legal Hold job.
- To list users by ID Filter, enter the User ID Filter or click List Users to list all. You can also specify the Type.
- To list users by group, select List users of group and select the correct group member list from the drop-down.
- To list users by SSV file, select List users from SSV file and ensure the correct SSV file path is entered.
- Once listed, you can select the users and click Add. When moved to the right-hand display, the users are included.
- Click Save.
- The Legal Hold job will run according to the schedule you set. Otherwise, click Run Now to start a job immediately.
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NOTE
When the Legal Hold job set up is complete, the job entry will appear under the Email Archiving agent. When a Live Legal Hold case is created in IPRO Search, a sub-location appears under Archiving > Agents > Live Legal Hold. All Live Legal Hold archiving jobs are aggregated under the Live Legal Hold agent, including live archive jobs for files, email, and instant messages—see Viewing Legal Hold Jobs. - (Optional) To review the job you have just configured, select the Summary tab.
- (Optional) To print the summary for your files, click Print View.