Adding preservation hold settings

With the preserve-in-place feature, you can conserve Microsoft 365 data including Exchange mailboxes, OneDrive files, Skype for business conversations, and SharePoint directories. A preservation hold ensures that original copies, prior to any edits or deletions, of emails and files are preserved in a Microsoft 365 Preservation Library. The Preservation Library ensures that there is no loss of data through accidental or willful deletion or editing of items under a preservation hold.

A legal hold admin will need to run through a one-time setup to connect Microsoft 365 to Relativity. To start, navigate to the Preservation Hold Settings tab. Use the Preservation Hold Settings page to add, edit, or remove preservation hold data sources from legal hold projects with Microsoft 365 data sources.

Preservation hold settings temporarily grant collection admin permissions to the specified account user to determine custodian SharePoint site access privileges during target discovery.

Note: If this is set to No, it is possible that not all relevant SharePoint sites will be returned during the Target Discover process.

This page contains the following information:

Permissions

Enable the Preservation Hold Settings security permission in order to create a Preservation Hold Setting. For more information on security permissions, see Legal Hold Application Permissions.

Prerequisites

If you are intending to use preserve in place, a Microsoft 365 account that has eDiscovery Manager, SharePoint admin, and Compliance admin permissions will need to be created. Also, a mailbox must be set up by a user with basic authentication to be able to preserve in Microsoft. Microsoft has not yet released modern authentication for preservation in place. For more information, see Microsoft 365 admin account.

Collecting required preservation information

Below are the required credentials before you begin setting up preserve in place.

Field Field description
Name Enter in the name to identify the data source.  
Domain Name Enter the Microsoft 365 Tenant Domain.  
URL This URL is the connection to Microsoft 365 Protection Services utilized by Relativity Legal Hold (read only).  
Account User

Enter in the user name of the account used to access Microsoft 365.

This account must have:

  • An Office 365 E3 license or higher. This license is required by Microsoft in order to have access to Microsoft 365 preservation features.

  • The eDiscovery Manager, SharePoint Administrator, and Compliance Admin roles in Microsoft 365, which is required to create and remove preservation holds.

  • The Compliance Admin role to preserve inactive mailboxes.

 
Account Password Enter in the password for the account user.  
Resolve SharePoint Site Permissions
Select Yes or No to temporarily grant the required permissions to the Account User in order to obtain the list of custodians that have access to a given site during the target discovery process.
 

Adding preservation hold settings

To create a preservation hold for a custodian, the preservation hold settings will need to be added first. This is a one-time setup to create data sources for a preservation hold. Complete the process by following the steps below:

  1. Navigate to the Preservation Hold Settings tab within Hold Admin.

  2. Click the New Preservation Hold Settings button.

  3. Fill out the fields:

    • Name—enter in the name to identify the data source.
    • Domain Name—enter the Microsoft 365 Tenant name. The domain name is located between @ and .onmicrosoft.com. For example, the domain in ediscovery@relativity.onmicrosoft.com is relativity.
    • URL—this URL is the connection to Microsoft 365 Protection Services utilized by Relativity Legal Hold (read only).
    • Account User—enter in the user name of the account used to access Microsoft 365. This account must be assigned the SharePoint Administrator and Compliance Admin roles in Microsoft 365, which is required to create and remove preservation holds.

      Note: A Microsoft 365 E3 license or higher is required by Microsoft in order to have access to Microsoft 365 preservation features.

    • Account Password—enter in the password for the account user.

      Note: Credentials used for accessing Microsoft 365 are stored in an encrypted state by Relativity for security purposes.

    • Resolve SharePoint Site Permissions—select Yes to temporarily grant the required permissions to the Account User in order to obtain the list of custodians that have access to a given site during the target discovery process.

      Note: If this option is not enabled, it is possible that not all targets will be returned during the discovery process. The Account User must have all required permissions to read the site properties. For more information, see Microsoft support.

  4. Click Save.

Microsoft 365 admin account

To connect Relativity Legal Hold to your Microsoft 365 tenant, create a dedicated, non-personal Microsoft 365 service account. When setting up the service account, don't enable multi-factor authentication. The multi-factor authentication setting isn't supported and results in an inability to perform preservation work.

To not set up multi-factor authentication in Microsoft 365, leave the Microsoft 365 Business subscription security turned on. No steps need to be taken if defaults haven't been changed. If defaults have been changed, navigate to the Azure Active Directory Properties. Then locate the Manage Security defaults and select Yes. Selecting Yes enables the security defaults, meaning multi-factor authentication won't be used.

Also, during the setup of the service account in Microsoft 365, assign the eDiscovery Manager, SharePoint admin and Compliance admin roles to the service account. These roles are required for Microsoft Outlook, OneDrive, and SharePoint, and allow Relativity Legal Hold to initiate preservation requests.

If the admin account can't be granted SharePoint Admin privileges in Microsoft 365 for security reasons, you can utilize the Entity OneDrive URL feature to facilitate OneDrive preservations. You are still unable to preserve SharePoint site URLs since SharePoint Admin privileges are required by Microsoft. For more information, see Entity OneDrive URL field.

Deleting a preservation hold setting

To delete a preservation hold setting, delete all projects using the setting first. To learn how to delete projects, see Deleting a project. Once the projects have been deleted, navigate to the Preservation Hold Setting and click the Delete button. This action deletes the preservation hold setting from RelativityOne Legal Hold.

Note: Due to background processes, the preservation hold setting may not be immediately deleted.