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Nov 25, 22

Office 365 Legal Hold Limits

Only authorized users can implement case retention in Office 365. If you`re an authorized user, you can use the EAC to keep or disable a mailbox by following the steps here. — To lock only items that meet certain criteria, an administrator must configure an Inplace store. Multiple InPlace banks can be provisioned simultaneously in a mailbox. O365 legal holds are not the same as the retention notices that lawyers typically think of when using the term, as they are only for data retention. However, O365`s higher-level eDiscovery plan includes a version of Custodian Notification Tracking as part of its feature set. *If you leave the Note and URL values blank, the user won`t be notified that you`ve placed their mailbox on litigation hold. What happens if mail forwarding is configured for a mailbox and messages are not copied to the original mailbox when the mailbox is pending? Mailbox blocking settings are checked during the delivery process. If the message meets the mailbox`s retention criteria, a copy of the message is stored in the Recoverable Items folder. This means that you can use eDiscovery tools to search the original mailbox for messages forwarded to another mailbox.

If you delete the corresponding Microsoft 365 or Office 365 account for a mailbox that has been placed on litigation hold or In-Place hold, the mailbox is converted to an inactive mailbox, which is a mailbox that has been deleted without permission. Inactive mailboxes are used to retain the contents of a user`s mailbox after they leave your organization. Items in an inactive mailbox are retained during the pause set on the mailbox before it is rendered inactive. This enables administrators, compliance officers, or records managers to use the content search tool in the Microsoft Purview Compliance Portal to access and search for content in an inactive mailbox. Inactive mailboxes can`t receive email and don`t appear in your organization`s shared address book or other lists. For more information, see Inactive Mailboxes Overview. 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. Enable In-Place eDiscovery searches for queued items. Authorized users who have been added to the Role Based Access Control (RBAC) role group of Discovery Management, or who have been assigned the Legal Hold and Mailbox Search management roles, can manage or delete mailboxes in the compliance store. You can delegate the task to records managers, compliance officers, or lawyers in your organization`s legal department with the fewest privileges. For more information about how to assign the Discovery Management role group, see How to Assign Exchange eDiscovery Permissions. Before you enable litigation hold, it`s important to make sure your legal team weighs in and is up to date. In fact, the legal team should usually trigger the trigger procedure. Click View Details to check when and by whom the mailbox was placed on litigation hold. You can also view or change the values in the optional Litigation Retention Period (days), Note, and URL fields. When you manage your Office 365 funds, some of the content may be lost during shuffle. Move user mailboxes to the archive and keep mailbox items immutable. Versions – If a user has enabled In-Place Hold or Litigation Retention, mailbox items must be protected from tampering or modification by the user or process.

This is achieved through a copy-on-write process. When a user or process changes certain properties of a mailbox item, a copy of the original item is stored in the Versions folder before the change is committed. The process is repeated for subsequent changes. Items captured in the Versions folder are also indexed and returned during eDiscovery searches. Once they are no longer retained, copies of the Versions folder are deleted by the managed folder wizard. End users don`t know if their inbox is on litigation hold because it runs seamlessly in the background without interrupting the user`s day-to-day activities. If you`re an administrator with permission to put email mailboxes on litigation hold, you want to verify that retention exists and you`re active: 1. Access the Exchange admin center and recipients Automated legal retention notification 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. 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. If a mailbox is the subject of an open legal dispute, everything will be completely interrupted when you reach the 100 GB limit for recovered items. You cannot delete anything. We have a client that includes about 500 users that has been waiting for more than 2 years. This is a strict limit of 100 GB. When it fills up and the mailbox is full (yes, I know people shouldn`t have so many emails, but you know people…), there`s not much you can do except create another mailbox and migrate the user to it (and give them access to their “old” mailbox). Sometimes this required the intervention of MS support, as the mailbox becomes very unhappy in this state.