Legal Hold Office 365 Licensing

Litigation retention in Office 365 is an essential part of an organization`s proper preservation efforts. While Office 365 offers useful tools to speed up this process, internal teams still need to combine their Office 365 process assurance plan with more robust, legally conscious tools to demonstrate the defensiveness of their litigation retention processes. Of course, you can still beat your holding process the old-fashioned way. But countless personalized emails, Excel spreadsheets, and inclusion questionnaires can make traditional legal retention notices a tedious requirement. Automation should therefore remain at the forefront. Automated legal retention tools can save you time and allow you to combine your Office 365 retention efforts with your non-Microsoft data retention tasks. Logikcull Hold, whose basic version is completely free, allows you to easily issue lock notifications for any type of Office 365 litigation block. You can automatically track deposit confirmations and manage reminders and approvals with just a few clicks. This allows you to follow retention practices when implementing, for example, a routine Teams litigation hold or OneDrive litigation hold.

I moved inactive Office 365 mailboxes on-premises and put disputes on hold for everyone. I`ve also never assigned them an Office 365 license, and litigation hold is enabled. No warning or anything. Note visible to the user: Use this field to inform the user that their mailbox is on litigation hold. The hint appears on the Account Information page in the user`s mailbox if the user is using Outlook 2010 or later. To access this page, users can click File in Outlook. This is where O365`s legal holds and eDiscovery tools can pose challenges for legal team members: Zubulake requires companies to demonstrate that they have a defensible litigation process in place to avoid potential adverse inference issues with stolen evidence. O365 is packed with built-in discovery tools to help you accelerate your discovery initiatives. Despite their usefulness, these tools ultimately work best when combined with advanced hold and detection programs. On the Manage litigation retention flyout page, select the Enable litigation retention check box, and then enter the following optional information: Office 365 legal retention tools can make it easier to find and store evidence. However, Office 365 is designed for the average business user and IT department, not lawyers. By combining Office 365 with Logikcull, you can take advantage of on-premises integration and automation of legal retention features to enhance your Office 365 litigation retention plan and manage your enterprise-wide collection, retention, and review efforts.

At the same time, you make sure that your data is in a secure environment where theft is almost impossible. One of our customers has been notified that the mailbox must have a license valid for at least three months to configure a mailbox to Hold for Dispute in Exchange Online. I haven`t seen this documented licensing requirement anywhere, so is it really the case, and if so, does it also apply to O365 retention policies? Keeping a dispute in Office 365 can be simple, depending on your plan. You can also create a litigation hold by running the following command in Exchange Online PowerShell: The legal retention periods for Office 365 are not the same as the custodian notices that lawyers typically think of when using the term, as they only relate to data retention. However, O365`s higher-level eDiscovery plan includes a version of Custodian Notification Tracking as part of its feature set. The following illustration shows the subfolders in the Recoverable Items folders and the suspend workflow process. Organizations with at least one E3 plan or equivalent add-on licenses can take advantage of Office 365`s core eDiscovery features, which allow them to perform litigation hold for teams, retention of OneDrive disputes, and more. From the Office O365 Compliance Center, admins can run the Office 365 Legal Hold Assistant to enable searches with specific Teams and OneDrive accounts. From there, you can let the wizard retrieve the contents of specific keywords and queries.

Advanced collection tactics that include Teams Litigation Hold require PowerShell coding to run. To place an Exchange Online mailbox on litigation hold, it must be assigned an Exchange Online Plan 2 license. If a mailbox is assigned an Exchange Online Plan 1 license, you must assign it a separate Exchange Online archive license to retain it. You can also visit this link for an additional reference: support.office.com/en-us/article/Overview-of-retention-policies-5e377752-700d-4870-9b6d-12bf. To enable single-mailbox retention, you must first ensure that the target mailbox has at least one Exchange Plan 2 license or add-on license. If this is the case, administrators can view the list of active users in the organization in their admin dashboards, select the user mailbox to which they want to apply retention, and then click the Manage Litigation Hold option in that user`s profile. Unless your administrator puts a mailbox on hold before deleting it, mailboxes enter a “temporary delete” period during which Office 365 can keep the account in your organization`s recycle bin for 30 days. After this time, however, the entire account and its contents will be deleted. Most companies have clearly defined retention policies for all their data (including email) for this reason. A documented retention rule could help limit the company`s liability in the event of a lawsuit. To illustrate this with an example, if you can`t provide evidence (say) from 3 years ago because your documented retention policy should keep emails for 3 years – the judge will understand.

But if you`ve kept all the emails legally, you can`t refuse at this point to produce emails older than 3 years – everything that is kept becomes fair play from the point of view of evidence. Litigation retention in Office 365 is a retention feature that enables organizations to retain data in the O365 app ecosystem. This case retention feature allows Office 365 admins to retain data such as Outlook email, Teams conversations, OneDrive files, and more, while preventing company employees from deleting those files. Keeping data permanently with Litigation Hold also means that the legal team`s job of sifting through data in the event of an actual dispute and making it eDiscovering eDiscovery becomes much more difficult due to the amount of irrelevant data they have to process and sort, due to the amount of irrelevant data they have to work and sort. For Office 365 Education organizations, litigation retention is supported in Office 365 A1 subscriptions that include an Exchange Online Plan 2 license with additional features. For more information, see the “Exchange Online features” section in the Office 365 Education service description. The previous command retains items indefinitely because the retention period is not specified. To create time-based retention by using the following command: On the properties flyout page, click the Email tab, and then under More Actions, click Manage Litigation Retention. E-mail logging and archiving is necessary to save space in the native database and comply with IT regulations and legal requirements. It is important to record all important conversations, events, and emails. In Microsoft 365, you can place a mailbox on litigation hold or In-Place hold to do this.

Dispute Retention records all mailbox items, including deleted mailbox items and the original version of changed items. Entities locked against disputes are retained and retained until the configured retention period. The eDiscovery feature allows a Microsoft 365 administrator or compliance manager who has access to selected mailboxes (including those on litigation hold) to discover and retrieve data. This data discovery can enable your organization to perform forensic analysis for audit and legal purposes. Select the user you want to place on litigation hold. Don`t enable litigation hold for all your emails and documents without involving your legal team and thinking about the consequences. Here are the steps to place a mailbox on litigation hold using the Microsoft 365 admin center. After administrators confirm the retention period and the types of vault alerts they want to send, they can save the lock to take effect.