Administration Guides

Legal Hold Solution

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Overview

The legal discovery workflow allows Search & Recover to be used by legal departments to locate file data of interest using content aware search index.   Key criteria for this solution is allowing legal to search data without the need to have permissions to the data itself.   Once file data of interest is located, it is required to make a copy of this data and comply with legal hold requirements.    Legal hold requirements means the file are locked and cannot be modified regardless of the permissions set on the files, and the hold should have a retention period to protect this data for the duration of the legal hold project.

This guide will explain how to configure a legal hold solution with Search & Recover and Dell Isilon Smartlock feature that provides locking and retention policies.


Create the Legal hold Project Space

  1. Create a file system location for for smartlock policies to be applied.  Example /ifs/legalhold
  2. This folder will hold legal hold project data with projects stored under this path example /ifs/legahold/project1 would store all files identified by legal as requiring legal hold for project1

Create SmartLock policies on the Legal Hold Project Space

  1. Requirements: Smartlock License
  2. This screenshot is only an example of how to configure smartlock retention on the folder.  It will lock the file 10 minutes after creation and hold the files for 30 days.
    1. Adjust these settings based on legal hold requirements.  NOTE:  retention policies can also be created on a per project folder under the /ifs/legalhold project space, if different retention periods are required per project
  3.  


How to Create Legal Search Users in Search & Recover

  1. Creating a search administrator with Active Directory users for each legal user that needs to search for files using the following command for each user.
  2. Follow the steps on this link to add a path to an AD user.  This grants the user permissions to return search results from this path and below.  The default command provides access to search contents of files.  This command will override SMB or file system ACL security and return results from a search.


How Legal Discovery Users Provide File Lists for Project Retention

  1. Users complete searches based on key words to locate legal discovery documents.  The user guide provides provides tips on how to search.
  2. The legal discovery user can export a list of files to be copied to the legal hold project folder provided by the administrator.  Example path for a project /ifs/legalhold/project1 will be used in this example.
  3. The user would click the command builder icon and paste rsync -axuvR --progress into box 1 and paste  /ifs/legalhold/project1  into box 2 and then click Create all button to save the export list.   See example below.
  4. This would be repeated for each list of files required for legal hold.   The list of export files would be emailed to the administrator.


How the administrator copies legal hold files to project space and shares them with Legal Discovery Users

  1. The export script files can be copied to the cluster keeping the .sh extension
  2. Change permissions to execute with chmod 777 filename.sh
  3. Then run the files to copy the files to project1 folder. Note the file location relative to it's original location will be retained.   
  4. After 10 minutes the files will be locked by Smartlock retention policy set on the folder.
  5. An SMB Share can be created on the /ifs/legalhold/project1 path to share with the legal discovery users to open and review documents.  The documents will be locked and read-only until the retention period expires.


How to Configure Indexing on the legal hold path

  1. Adding the legal hold path to the index will allow the data copied to the legal hold project space will allow full content searches of the locked project data.
  2. See the configuration steps to add the folder and start indexing on the folder in the configuration topic in this guide.   Guide is here.




 





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