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 security | Tab visibility | Other settings |
|---|---|---|
| Collection – View, Edit, Add | Entities | |
| Collection Detail Custodian – View, Edit, Add | Collect | |
| Collection Detail Custodian Target – View, Edit, Add | Matters | |
| Collection Detail Custodian Target Result – View, Edit, Add | Custodian | |
| Collection Detail Request – View, Edit, Add | Targets | |
| Collection Detail Source Instance – View, Edit, Add | Collections | |
| Collection Detail Source Type – View, Edit, Add | Status Summary | |
| Collection Detail Summary – View, Edit, Add | Target Status | |
| Collection Matter – View, Edit, Add | Collection Admin | |
| Collection Source Instance – View, Edit, Add | Monitor | |
| 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.
Note: 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.
