Introduction
Legal holds are crucial for preserving documents that may be relevant to legal proceedings, audits, or investigations. RecordsKeeper.AI's legal hold feature allows you to prevent specific documents from being modified or deleted, ensuring compliance and maintaining document integrity when needed. This guide will walk you through setting up and managing legal holds effectively.
Step-by-Step Configuration Guide
1. Enable Legal Hold Feature
Navigate to Settings & Policies
Select the "Policies" tab
Find the "Legal Hold" toggle switch
Turn the switch "On" to enable legal hold functionality
2. Configure Role Permissions
Locate "Limit Legal Hold permissions to the following roles"
Select appropriate roles:
Admin
Team Member
Legal Team
Remove roles by clicking the 'x' next to their names
3. Set Maximum Hold Duration
Find "Max Legal Hold Expiry Period Allowed"
Set the number of years (default: 10 years)
This defines the maximum duration a legal hold can be applied
Important Considerations
Retention Period Conflicts
When legal hold conflicts with retention period, the longer duration applies
Example: If department retention is 7 years but legal hold is 10 years, document is retained for 10 years
System automatically enforces the longer period
Best Practices
1. Role Assignment
Limit legal hold permissions to necessary personnel
Include legal team members
Consider administrative oversight
Document role assignments
2. Duration Management
Set appropriate maximum durations
Consider case lifecycles
Account for statute of limitations
Review holds periodically
3. Documentation
Record legal hold reasons
Track hold durations
Document role assignments
Maintain change logs
Use Cases
For Legal Proceedings
Apply holds on relevant documents
Set appropriate durations
Assign proper team access
Monitor hold status
For Audits
Preserve financial records
Maintain regulatory compliance
Ensure document integrity
Track hold periods
For Investigations
Secure relevant materials
Control access permissions
Monitor document status
Maintain chain of custody
Implementation Tips
Planning Phase
Identify critical documents
Determine hold durations
Assign responsible roles
Document procedures
Setup Phase
Enable legal hold feature
Configure role permissions
Set duration limits
Test functionality
Management Phase
Monitor active holds
Review expiration dates
Update role assignments
Document changes
Troubleshooting Guide
Common Issues
Permission Problems
Verify role assignments
Check user permissions
Review hold settings
Duration Conflicts
Check retention policies
Review hold periods
Verify conflict resolution
Access Issues
Confirm role settings
Check user assignments
Verify system status
Security Considerations
Access Control
Regular permission reviews
Role-based access control
Activity monitoring
Change documentation
Compliance
Policy documentation
Regular audits
Change tracking
Status reporting
Conclusion
Effective legal hold management is essential for maintaining document integrity and ensuring compliance. By carefully configuring these settings in RecordsKeeper.AI and following best practices, you can ensure your organization properly preserves critical documents when needed while maintaining appropriate controls and documentation.