In Collect, you manage custodians that are associated with a collect job. You can create custodians and custodian targets on their respective tabs, or you can create them when adding a new collection.
The custodian target is the combination of data sources and custodians. Before creating a target, there are two separate entities: the custodian and the data source.
A custodian in the collection has to exist or you need to create the custodian. This custodian also needs to be related to the data source. The data source is the location of files you are looking to collect. These locations are either Microsoft OneDrive or Outlook Mailbox. When the custodian and the data source unites in Collect, Collect knows what data source to connect to and the specific custodian to find within the connected data source.
Up to 2 billion files can be collected for each target.
This page contains the following information:
Add custodians to Collect at different times. If a custodian does not exist, you can manually add custodians to Collect from the Entities tab. Once you add an entity, it becomes a custodian in Collect.
- Navigate to the Entities tab.
- Click New Entity on the Custodians tab.
- Select the Collection History layout from the drop down menu and complete the fields. See Fields.
- Click Save.
Note: When creating a custodian from Legal Hold, the Custodians - Legal Hold View is selected by default. If Collection or Processing is also installed in the same workspace, you can view the Custodians - Processing View or Custodians - Collection View accordingly.
The Collection Custodian layout provides the following fields:
- Custodian Type - select one of the following:
- Person - select this to enter first and last name of the individual acting as custodian of the data you wish to process.
- Entity - select this if the custodian of the data you wish to process isn't an individual but is, for example, just a company name. You can also select this if you wish to enter an individual's full name without having that name include a comma once you export the data associated with it. Selecting this changes the Custodian layout to remove the required First Name and Last Name fields and instead presents a required Full Name field.
- First Name - the first name of the custodian. This field is only available if you've set the Custodian Type above to Person.
- Last Name - the last name of the custodian. This field is only available if you've set the Custodian Type above to Person.
- Full Name - the full name of the custodian of the data you wish to process. This field is only available if you've set the Custodian Type above to Entity. When you enter the full name of an entity, that name doesn't contain a comma when you export the data associated with it.
- Email - the email the custodian uses in the target.
You can collect electronic data from custodians who are individuals or entities involved in a legal action or case. You can collect electronic data for custodians from Microsoft 365. You may perform multiple collections from a single custodian. On the Custodians tab, you can create and edit custodians as well as view their details, associate them with collections, and perform other tasks.
Creating a custodian target
Use the following procedure to create a custodian target that you can associate with a collection:
- Enter the Name of the custodian target.
- Click the to select available custodians. If the custodian doesn't exist, click Add and complete additional steps.
- Click the Data Source drop-down menu to select a data source. For more information Collection data sources, see Data source types and properties.
- Enter the custodian's email address in the Target field.
The Target Status tab is a dashboard to see the statuses of collections. You can drill into each target from this dashboard. Able to look into the targets by custodian, data sources, or status to find out more about your collections. Focus on the collected components with this dashboard.
The Target Status dashboard is available after generating targets. To learn how to generate targets for a collection, see Generate Targets. Once you generate targets, the dashboard organizes by collection jobs.
- Not started - the collection is set up, but hasn't been started.
- Started - the collection started and has not completed.
- Completed - the collection of the target completed without any errors.
- Completed with Errors - the collection of the target completed and had individual items that couldn't be collected. For more information, see the Errors report.
- Error - the collection did not run successfully and couldn't collect from the target.