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.

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.

Creating a preservation takes place in the preservation wizard. You can navigate to this wizard by clicking the Preserve Data button in the Legal Hold Project console.

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.

    Use the Preserve Data button in the Legal Hold Project console.
  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.

The Preservation Details page after completing the wizard steps.

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.

Select your data sources in the first step of the preservation wizard.

  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.

Select the custodial data you want to preserve in the second step of the wizard.

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.

Select non-custodial data in the third step of the preservation wizard.

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.

Review your setup in the Summary step in the preservation wizard.

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