Litigation Hold in Exchange Online

[Pages:17]Litigation Hold in Exchange Online

IT Professional & Customer Helpdesk Feature Guide

Litigation Hold in Exchange Online Office 365 ? Dedicated & ITAR-Support Plans Revised: August 18, 2015 ? 2015 Microsoft Corporation. All rights reserved.

The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication.

This training package content is proprietary and confidential, and is intended only for users described in the training materials. This content and information is provided to you under a NonDisclosure Agreement and cannot be distributed without the express written permission of Microsoft Corporation. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation.

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft; the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Reference for additional information.

The descriptions of other companies' products in this document, if any, are provided only as a convenience to you. Any such references should not be considered an endorsement or support by Microsoft. Microsoft cannot guarantee their accuracy, and the products may change over time. Also, the descriptions are intended as brief highlights to aid understanding, rather than as thorough coverage. For authoritative descriptions of these products, please consult their respective manufacturers.

Microsoft and Windows are either registered trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the expressed written permission of the Microsoft Corporation.

MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.

? 2011 Microsoft Corporation. All rights reserved.

Litigation Hold in Exchange Online

2

? 2011 Microsoft Corporation. All rights reserved.

Litigation Hold Overview ............................................................................................................ 4 Why put a mailbox on litigation hold? ..........................................................................................................4 Litigation Hold limits.....................................................................................................................................4 How is the litigation hold feature activated? ..............................................................................................4 How is access to the litigation hold feature managed?..........................................................................5 What happens when a mailbox is on litigation hold?..............................................................................5 Litigation hold and retention policy........................................................................................................5 What happens when an end-user purges items from the Recoverable Items folder?................5 End-users can purge Recoverable Items using Microsoft Outlook 2010 .................................6 End-users can purge Recoverable Items using Outlook Web App.............................................6 Does litigation hold preserve the original version of mailbox content?...........................................7

Litigation Hold Self-Service Administration ............................................................................. 8 Place a mailbox on litigation hold...................................................................................................................8 Via Remote PowerShell................................................................................................................................8 Via Exchange Control Panel .......................................................................................................................8 View mailboxes on litigation hold ................................................................................................................ 11 Via Remote PowerShell ............................................................................................................................. 11 Via Exchange Control Panel .................................................................................................................... 12 Remove a mailbox from litigation hold...................................................................................................... 13 What happens when a mailbox is removed from litigation hold? ........................................... 13 Via Remote PowerShell ............................................................................................................................. 13 Via Exchange Control Panel .................................................................................................................... 13 Reporting ............................................................................................................................................................... 15 Automated Reporting................................................................................................................................ 15 Use Remote PowerShell to generate the litigation hold report in CSV format ................... 16

Support Roles & Responsibilities ............................................................................................. 17

Litigation Hold in Exchange Online

3

? 2011 Microsoft Corporation. All rights reserved.

Litigation Hold Overview

Litigation hold, also known as legal hold, is used to preserve mailbox items for discovery before and during legal proceedings, investigations or similar events. The goal is to preserve mailbox items from inadvertent or purposeful modification or deletion by the mailbox owner or any user with mailbox access, and also automated deletion by processes such as the Managed Folder Assistant (MFA). Litigation hold became available as a feature in the 11.3 release of Microsoft Exchange Online for the dedicated and ITAR-support plans of Office 365 for Enterprises.

Unlike retention hold, you cannot configure litigation hold to start and end at a specified date ? it's either enabled or disabled. Until the hold is removed, deleted items are not purged from the mailbox database. If mailbox items are modified, a copy of the original item is also retained. These are returned in multi-mailbox searches performed through the Exchange Control Panel (ECP) when the mailbox is on litigation hold.

Why put a mailbox on litigation hold?

If your organization is involved in a legal action, you may have to take steps to preserve relevant data, such as e-mail messages, that may be used as evidence. In situations like this, you may have to retain all e-mail sent and received by specific people in your organization for a specific time period. Putting mailboxes on litigation hold is the first step in meeting these types of litigation requirements.

Typically, a discovery manager, lawyer, or other authorized official in your organization puts mailboxes on litigation hold. Authorized administrators can use litigation hold to:

Preserve mailbox items that may have been deleted or edited by users Preserve mailbox items automatically deleted by MRM Keep the litigation hold transparent from the user by not having to suspend MRM Enable discovery searches of items placed on hold

Litigation Hold limits

There is a limit to the number of mailboxes that may be placed on litigation hold, however, this limit is not based upon a preset number of mailboxes but is instead based on a percentage of the total managed mailboxes in your organization.

A maximum of 15% of the managed mailboxes in your organization can be on litigation hold at any given time. For additional information on Litigation Hold limits, see the Reporting section.

How is the litigation hold feature activated?

Litigation hold is not part of the default Exchange Online deployment and is provided only upon request through Change Request (CR). The feature is a standard change type which will require a hardware evaluation prior to deployment.

Litigation Hold in Exchange Online

4

? 2011 Microsoft Corporation. All rights reserved.

How is access to the litigation hold feature managed?

A discovery manager, lawyer, or other authorized official in your organization must first be assigned to the litigation hold management role before they can put a mailbox on litigation hold. To assign the Litigation Hold Management role to an individual user or a group of users, an administrator in your organization must add authorized users or groups to the E2010-MSO Self Service - Litigation Hold Management Universal Security Group (USG).

What happens when a mailbox is on litigation hold?

When a user deletes messages from their Deleted Items folder or uses the Shift+Delete hotkey to permanently delete a mailbox item, the deleted items are copied to a hidden folder in the user's mailbox. This folder is called Recoverable Items. It's also more commonly known as the dumpster. Permanently deleted items are copied to a subfolder called Deletions in the Recoverable Items folder.

Items in the Recoverable Items folder are retained for 30 days by default and then purged by Microsoft Exchange. When a mailbox is put on litigation hold, the Recoverable Items folder isn't purged and items in this folder are retained indefinitely. Litigation hold doesn't affect users' day-to-day e-mail workflow so users can continue to modify and delete mailbox items as they normally would.

Litigation hold and retention policy

Retention policies (Messaging Records Management) still apply to mailboxes on litigation hold. Content deleted by a retention policy when a mailbox is on litigation hold is preserved indefinitely in the Recoverable Items folder.

What happens when an end-user purges items from the Recoverable Items folder?

As shown below, end-users can manually purge items from the Recoverable Items folder using Outlook or Outlook Web App (OWA). However, any items that are manually purged from the Recoverable Items folder are moved to a subfolder called Purges.

While a user's mailbox is on litigation hold, Microsoft Exchange retains items in the Purges folder indefinitely.

Litigation Hold in Exchange Online

5

? 2011 Microsoft Corporation. All rights reserved.

End-users can purge Recoverable Items using Microsoft Outlook 2010

1. Click the Folder tab, select Recover Deleted Items.

2. Select any messages to purge and then click Purge Selected Items

End-users can purge Recoverable Items using Outlook Web App

End users can purge items deleted items from OWA by following the steps below. 1. Right clicking on the Deleted Items folder and then selecting Recover Deleted Items

2. A new window titled Recover Deleted Items opens. From this window, select any messages to purge, then click , and then click OK

Litigation Hold in Exchange Online

6

? 2011 Microsoft Corporation. All rights reserved.

Does litigation hold preserve the original version of mailbox content?

When a mailbox is on litigation hold, Microsoft Exchange protects the original version of each mailbox item by retaining an unaltered copy of the item if a user changes the properties of that item. A copy of the original message and all its MAPI properties are saved to the Versions subfolder in Recoverable Items folder in a user's mailbox.

This happens when one of following properties change: Subject field Message body Attachments Senders and recipients Sent and received dates

End-users can't access the original version of a modified item that is copied to the Versions subfolder in the Recoverable Items folder. However, authorized administrators can use MultiMailbox Search to search users' mailboxes for original and modified versions of a mailbox item.

For information about Multi-Mailbox Search refer to the Exchange Online Self Service Administration Guide for your version of Exchange Online.

The following diagram shows the subfolders in the Recoverable Items folder and the message flow when items are deleted, modified, and purged.

The Recoverable Items folder has a maximum quota of 30 GB, but this quota isn't charged against the quota for the user's primary mailbox. For additional information, see Litigation Hold and Mailbox Quotas section of TechNet article Understanding Litigation Hold.

Litigation Hold in Exchange Online

7

? 2011 Microsoft Corporation. All rights reserved.

Litigation Hold Self-Service Administration

Place a mailbox on litigation hold

Litigation hold administrators must be a member of the E2010-MSO Self Service - Litigation Hold Management universal security group before they can place a mailbox on litigation hold.

Via Remote PowerShell

Use the command below to place a single user on litigation hold. Once the command has executed successfully, it may take up to 60 minutes for the change to take effect on the target mailbox.

Set-mailbox -LitigationHoldEnabled $true Use the command below to import a text file that contains a list of users that need to be placed on litigation hold. When the command executes, it imports the specified text file and treats each line of the file as a [string] object, passing those objects into the pipeline where they are received by the Set-Mailbox cmdlet. Once the command has executed successfully, it may take up to 60 minutes for the change to take effect on the target mailboxes.

Get-Content list.txt | Set-mailbox -LitigationHoldEnabled $true

Via Exchange Control Panel

Follow the steps below from ECP to place a mailbox on litigation hold. 1. In the Exchange Control Panel, select Manage My Organization > Users & Groups > Mailboxes.

2. Select the mailbox to put on litigation hold and click Details.

Litigation Hold in Exchange Online

8

? 2011 Microsoft Corporation. All rights reserved.

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download