Preservations

After integrating RelativityOne with data source, creating data sources, and the rest of the setup, you need create the preservation hold. In RelativityOne, you can create a hold for multiple data sources, custodians, non-custodian data, and preserve the data.

To create a preservation project, you must create a legal hold project. For more information on a legal project, see Managing a legal hold project. After creating a legal project, you must click Preserve Data in the Project console. For more information, see Project console.

Prerequisites

Before creating a preservation, you must take the following steps before starting the process.

• Create a preservation role.
  
  Note: Do not add the legacy preservation role to the custodians.
• Assign the preservation role.

Preservation roles

Before creating a preservation, create a new preservation role and assign it to the custodians

Create a Preservation role

To create the Preservation role:

1. Navigate to the Roles tab.
2. Click New Roles.
3. Enter a new role in the Name field. For example, Preservation.
4. (Optional) Select one or more Tags.
   • Do Not Notify—prevents custodians from receiving any communications.
     For example, you might want to create a role of Executive or Parental Leave and apply that role to employees that are still part of a project or hold, but should not receive communications for a determined period of time. Select the Place On Preservation Hold tag check box to prevent any removal or deletion of data in the custodian's Office 365 account. Click Manage to add a new Tag type.
   • Project Member—used to indicate non-custodians that can be assigned tasks.
5. Click Save.

Next you must assign the Preservation role to custodians.

Assign the Preservation role

To assign the Preservation role to a custodian:

1. From the Project Details page, click Assign from the Project console. See Project console.
2. From the Assign Custodians to Project picker, use the column filters to locate custodians.
3. From the Unselected window, choose
   • Select From List—pick from a list of custodians in Legal Hold.
   • Paste Email Addresses—add a list of email addresses, separated by a comma or new line.
   • Paste Employee Number—add a list of employee numbers, separated by a comma or new line.
4. Assign a role when adding a person using the Assign Role drop-down menu.
5. (Optional) Add more custodian information in the Advanced drop-down menu.
   • Role Notes—(Optional) add specific information regarding a custodian’s involvement in a hold.
   • Access to Sensitive Material—(Optional) select Yes or No to denote whether the custodian has access to sensitive material that may be involved in the litigation.
     
   Note: You can view the Advanced custodian information from the Project Details > Custodians tab.
6. Click Select (#).
7. Click Assign to assign custodians to the project.

Now you can create a preservation without interruption.

Creating a preservation

To create a preservation in place for a data source, you need to create a preservation data source and a legal hold project.

• For more information on preservation data sources, see Data sources.
• For more information on legal hold projects, see Projects.

You can create preservations in the preservation wizard. After you have assigned custodians to the project, you can navigate to this wizard by clicking the Preserve Data button in the Legal Hold Project console. Please be sure to assign the Preserve Data (New) for Custodian Role.

Note: You will only see these buttons if the Preservation in Place application is installed in your Relativity workspace.

To create a preservation on the legal hold project details page:

1. Click Preserve Data in the Project console.
   This opens the Preserve Data wizard.
   
   Note: We recommend creating a preservation with a maximum of 1,000 pieces of data. This is to maintain a high performance level. We recommend creating multiple holds for larger preservation projects.
   
2. Complete the wizard steps.
   1. Select a data source and click Next. For more information, see Select data.
   2. Select the custodian data and click Next. For more information, see Custodial data.
   3. Select the non-cusotdian data and click Next. For more information, see Non-custodial data.
   4. Review the preservation summary details and click Preserve Data. For more information, see Summary.
3. On the Preservation Details page, you can review preservation details or use the Manage Preservations console. For more information, see Manage Preservations console.

Using the preservation wizard

The preservation wizard takes you through each step to create a preservation. After completing the setup, start the preservation by clicking Preserve Data from the Legal Hold Project console.

Preservation wizard permissions

• Custodian—View
• Attachments—Create, Delete
• Custom Permission—Assign Custodian

When a step is complete, click Next or the hyperlink under the next step shown. Click the Previous button to move to the previous step. Information is auto-saved when moving between steps. If any required information is wrong or missing, an error message displays and you cannot move to the next step.

Select data

In this step of the wizard you will select data sources to preserve. These data sources must be already created. For more information on creating data sources, see Data sources.

In this step, you can select all data sources, entire data sources, such as Google Workspace. You can also collect parts of a data source. For example, you can select Gmail, Drive, and Chat within one Google Workspace.

Each data source also includes optional filters.

1. Select the data sources you want to preserve.
   • Depending on your setup, you can select some or all from a single data source or all data sources.
     • Click the expand icon and select your sites from a single data source. For example, you can select Gmail, Drive, and Chat within one Google Workspace.
     • Click Select all sources to select all sites within a single data source.
     • Click Select all sources to preserve data in all sites and data sources.
2. Click Next.

Custodial data

On the Custodial Data step, you can view the data sources and the list of custodians you will be preserving data of.

By default, all custodians added to the project with the Preserve data role will be available to select for each custodial data source selected in the Select Data step.

To select custodians,

1. Select the data source to modify in the left panel.
2. Select the custodians you want preserve data for. Click the top checkbox to select all custodians.
   
   Note: If there is more than one data source, select repeat steps 1-2.
3. Click Next.

Click Edit Custodial Data. In edit mode, you can select, or deselect, custodians from an of the data sources. Click Exit Edit Mode to save.

Non-custodial data

Select non-custodial data in this step. Non-custodial data is any data source that is not associated, or possessed, by a person with an email address. An example of a non-custodial data source is a SharePoint site.

Note: You can skip this step for Google Workspace preservations. Google does not have non-custodial data.

To select non-custodial data,

1. Select a data source to modify in the left panel.
2. Select the sources you want preserve data for. Click the top checkbox to select all custodians
   Note: If there is more than one data source, select repeat steps 1-2.
3. Click Next.

Summary

The Summary step is for you to review that everything is set up correctly.

After reviewing your setup, you can initiate the holds, by clicking Preserve Data.