1.19 eDiscovery and Hold
Holds are usually the result of litigations or investigations that
require certain content to be held and produced, often by court order.
SharePoint 2010 provides new enhancements that make it easier to manage
holds and perform discovery efforts needed to identify content that
must be placed on hold. The following sections review the basics of
these features and how to configure each.
Holds are set up and managed through a special Holds list within
each site collection. To get to this list, visit the target site, click
the Site Actions icon on the Ribbon, and then select Site Settings.
Click the Holds link under eDiscovery And Holds. Use the Holds list to
track external actions like litigations, investigations, or audits that
require you to suspend the disposition of items. Placing an item on one
or more holds will preserve the item and suspend its disposition until
the item is no longer managed by any holds. When you create a hold, you
are required to enter a title for it. You also may enter a description
for the hold and indicate who is managing the hold.
Placing a Hold on a Document
To place an individual document on hold, simply select the document
from within the library. Access the document’s Edit Control Block menu
and select Compliance Details. In the Hold Status section, click the
Add/Remove From Hold link. This will take you to the Item Hold Status
page. On this page, you may add the item to a hold, remove the item
from a hold, and optionally add comments. When you are done making your
selections on the Item Hold Status page, click Save. You will then be
returned to the document library, where you can view the individual
compliance details of the item and will notice the updated hold status.
After you have defined a hold, you must locate all of the content
for which the hold applies. To do so, you need to perform a discovery
search and add all of the results to the hold. In SharePoint 2010, this
process is called eDiscovery. To perform eDiscovery, you will need to
access the Search And Add To Hold page. Visit the target site, click
the Site Actions icon on the Ribbon, and then select Site Settings.
Click the Discover And Hold Content link, which is located in the Hold
And eDiscovery section. The Search And Add To Hold page provides the
search options presented in Table 16.
Table 16. Search And Add To Hold Options
|
SETTING |
EXPLANATION |
|---|
|
Search Criteria |
Specify the site that you want to search and the search terms
related to the hold. You can specify complex searches using the keyword
syntax. You also can preview the results before adding them to hold. | |
Local Hold Or Export |
If your organization’s policy allows this repository to store held
content, you can keep the relevant content in place. Otherwise,
documents can be copied to another repository. The destination location
list is populated with all valid Document and Records Center locations
as configured by the administrator. | |
Relevant Hold |
Specify the hold to which the items should be subject. If the items
will be kept in place, this list is populated based on the holds
defined for this site and all parent sites. Otherwise, the list is
populated with the valid holds for the destination location selected
previously. |
When you have selected these options, click Preview Results to view
the content that will be placed on hold. If you are satisfied with the
results, click Add Results To Hold at the bottom of the page. You will
then receive a confirmation that the operation was scheduled, and you
will receive an e-mail message notifying you when the items listed are
added to the hold.
After you have a hold configured and have added items to the hold, a
report will be generated that includes information such as the items on
hold and the search queries that have been performed for the hold. To
view these reports, visit the target site, click the Site Actions icon
on the Ribbon, and then select Site Settings. Click the Hold Reports
link in the Hold And eDiscovery section. This will take you to the Holds Reports list, where the available reports will be grouped by hold.
SharePoint 2010 provides a robust set of features to define specific policies to manage information. This section will expand on the IM Policy discussion and
explore features included with SharePoint 2010 that provide added
flexibility while configuring the system for retention. For example,
you cannot configure separate retention schedules for record and
non-record content. Additionally, retention schedules can be
multistaged with recurrence, providing you with the capability to
define complex retention and expiration scenarios.
You can use Information Management Policy to set up retention and
expiration schedules by content type. Library-based retention policy
allows you to set retention and expiration schedules either
collectively for the entire library or by individual folder. A new File
Plan Report gives you information about the containers in a site,
enables you to manage containers, and explains how library-based
retention and expiration is applied within the library.
To set up library-based retention, visit the library you want to
configure, open the Library menu from the Ribbon, and select Library
Settings. Click the Information Management Policy Settings link in the
Permissions And Management section of the Library Settings page. By
default, each library is set up to enforce the retention schedules set
on its content types. To enable library-based retention, you will need
to stop enforcing content type schedules and instead define a schedule
for the library. To do this, click the Change Source link on the
Information Management Policy Settings page and then select Library And
Folders. It’s important to remember that by using site content types to
manage retention, you maintain consistency with the site’s information
policy. However, when you use library-based retention, the defined
schedules will be enforced regardless of any schedule defined on the
content types—content type schedules will be ignored when you select
the library-based retention option.
After you have selected the Library And Folders option, a new
Library Based Retention Schedule Settings area will appear. You may
optionally enter a description for the new policy and set up one or
many stages for the entire library, as shown in Figure 27.
When you have configured the policy for the base library, click OK.
Then click the Change Source Or Configure The Library Schedule link to
return to the Library Based Retention Schedule settings page. If you
skip this step, any settings you specified for retention will not be
saved.
To configure the retention for a specific folder within a library,
click the folder within the Location To Configure tree view, which is
located in the left pane on the Library Based Retention Schedule page.
Each folder will provide options for inheriting the schedule from the
parent library or folder, not expiring items, or defining its own
retention schedule.
After you have configured the retention schedule for the library and
its folder, you should generate a file plan report for the library. You
can do this by clicking the Generate File Plan Report for this library
on the Folder Based Retention
Schedule Settings page, or by clicking the Generate File Plan Report
link on the Library Settings page. A file plan report is generated as a
Microsoft Excel workbook and is broken down into three sections that
are each represented as tabbed worksheet within the workbook.
The Summary worksheet includes information about the library such as
the URL, folder count, item count, versioning settings, content
approval settings, draft item security, and the source of the library’s
retention schedule. It also presents information about whether any
record content exists within the library, as well as if any items are
on hold. Lastly, it contains a table of content types bound to the
library and their associated information management policies, if
applied.
The Retention Details worksheet includes information about the
retention schedule applied within the library as well as any
information about folder-based retention, if configured.
The Folder Details worksheet presents a detailed table of
information about each folder present in the library including the
path, number of items, if the folder has unique permissions, the
retention schedule, any content organizer rules that route content to
the folder, and a list of available content types for the folder.
Figure 28 shows an example of the Summary worksheet in a file plan report.
With the new features provided for records
management in SharePoint 2010, you can scale records management to
hundreds of millions of records across multiple site collections. This
makes managing record content easier and more secure. The Content
Organizer, with its ability to route content between site collections,
allows you to move content in a more intelligent way to distribute the
record load across multiple site collections. Content type syndication
allows you to ensure that all of these site collections share the
content types you specify.
SharePoint 2010 includes new and improved features for Web content
management that are designed to enhance both the authoring and
publishing experience. Specifically, you
will learn about the enhanced functionality provided by SharePoint 2010 in the following areas.
-
Accessibility and markup -
Content query -
Ratings -
Folders -
Page authoring -
Themes and branding
|
