Last date modified: 2025-Aug-12

Preservation to collection best practices

Use the new Preservation in-place application for any new preservation holds. For more information, see Preservation in-place.

We recommend configuring your preservation hold in a way that will make it easier for you to run a collection job.

When running a collection with Microsoft data sources, all available files, including preserved files, are collected. No extra steps need to be taken to collect preserved files as they are automatically included in the collection.

When Microsoft places a data source on a preservation hold, Microsoft creates a preservation hold library, a Recoverable Items folder. The addition of the Recoverable Items folder to Microsoft Exchange is a child folder that is collected with the parent folder in the hold. Relativity collects this folder because the Recoverable Items folder is an additional folder within the Microsoft data source you plan to collect.

Relativity collects all versions of the document available in the preservation library. Collecting all versions of a document means that Relativity collects multiple versions of the same file with the corresponding SHA-256 hashes for each version of the data. If there were changes in the file version, the hash should be unique.

Pre-requisites

Both Relativity Legal Hold and Collect require a specific setup in each application. You need to walk through both applications before completing your preservation hold to collection job workflow. Before walking through the applications:

  • Identify the personnel responsible for configuring items on your side as far out as possible.
  • Ensure that you have all of the pre-requisites for technical configuration and the right people around for a call to complete the configuration on one call.
  • Request targeted technical setup information and the documentation for the administrator.

Legal Hold pre-requisites

Within Relativity Legal Hold, add preservation hold settings, and create or import legal hold entities.

Collect pre-requisites

Within Collect, create a Microsoft 365 collection data source. For more information, see M365 data source documentation:

Use the same entities that were created or imported for Legal Hold.

Permissions

To work through this best practice, you need the following permissions:

Legal Hold

This table includes the permissions to run a preservation hold and more. These permissions need to be combined with the Collect permissions.

Object security Tab visibility Other settings
Attachments – View, Edit, Add Entities Admin Operations
Communication – View, Edit, Delete, Add Legal Hold View All Audits
Custodian Portal Authentication Provider - Projects Manage Object Types*
Custodian Role – View, Edit, Delete, Add Communications  
Custodian Status – View, Edit, Delete, Add Reports  
Entity – View, Add Question Responses  
Field – View, Add Mailbox  
Add Field Choice By Link Project Reminder  
Job Schedule – View, Edit, Delete, Add Custodian Status Dashboard  
Legal Hold Application Permissions – View; Select all check boxes Tasks  
Legal Hold Selector Configurations – View, Edit, Delete, Add Legal Hold Libraries  
Legal Hold Selectors – View; Select all check boxes Questionnaires  
Legal Hold Task – View, Edit, Delete, Add Questions  
Preservation Case – View, Edit, Add Attachments  
Preservation Case Source – View, Edit, Delete, Add Legal Hold Admin  
Preservation Custodian Hold – View, Edit, Delete, Add Legal Hold Settings**
**Users will need to belong to the Legal Hold Security Admin group
 
Preservation Custodian Status – View, Edit, Delete, Add Preservation Hold Settings  
Preservation Custodian Target – View, Edit, Delete, Add Roles  
Preservation Hold Settings – View, Edit, Delete, Add Item Selectors  
Preservation Source – View, Edit, Delete, Add   
Preservation Target Discovery Status – View, Edit, Delete, Add   
Preservation Target Filter – View, Edit, Delete, Add   
Preserve Product – View, Edit, Delete, Add   
Preserve Product Source – View, Edit, Delete, Add   
Project – View, Edit, Delete, Add   
Project Health – View, Edit, Delete, Add   
Project Questionnaires – View, Edit, Delete, Add   
Project Questionnaires Report Sub View – View   
Project Reminder – View, Edit, Delete, Edit   
Question – View, Edit, Delete, Add   
Questionnaire – View, Edit, Delete, Add   
Questionnaire Question – View, Edit, Delete, Add   
Questionnaire Response Answer – View   
Report – View, Edit, Delete, Add   
Roles – View, Edit, Delete, Add   
Scheduled Communication – View, Edit, Delete, Add   
Schedule Report – View, Add   

Collection permissions

This table includes the permissions to run a collection job and more. These permissions need to be combined with the Legal Hold permissions.

Object securityTab visibilityOther settings
Collection – View, Edit, AddEntities 
Collection Detail Custodian – View, Edit, AddCollect 
Collection Detail Custodian Target – View, Edit, AddMatters 
Collection Detail Custodian Target Result – View, Edit, AddCustodian 
Collection Detail Request – View, Edit, AddTargets 
Collection Detail Source Instance – View, Edit, AddCollections 
Collection Detail Source Type – View, Edit, AddStatus Summary 
Collection Detail Summary – View, Edit, AddTarget Status 
Collection Matter – View, Edit, AddCollection Admin 
Collection Source Instance – View, Edit, AddMonitor 
Collection Source Instance Parameter – View, Edit, Add  
Collection Source Type – View, Edit, Add  
Collection Source Type Parameter Type – View, Edit, Add  
Collection Source Type Criteria – View, Edit, Add  
Custodian Target – View, Edit, Add  
Entity – View, Edit, Add  
Custom – View, Edit, Add  

Creating a preservation hold

Follow the steps below to set up a preservation hold that can be collected:

1. Create a Legal Hold project and add a Preservation Case.

If you are a power user, we recommend not using the legal hold project wizard. The wizard is for customers who are occasional users of legal hold. The wizard lacks some ease of use features and takes longer to go through setup.

2. Assign custodians to the project with a Preservation Hold role.

3. Preservation hold status is visible in the Preservation Hold and Preservation Target Status sections on the Projects tab.

Collecting preserved data

Follow the steps below to set up a collection job to collect your preserved data:

1. Create a collection using criteria that are inclusive of the preserved data.

2. Run collection.

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