OpenText Core Legal Hold

Benefits

• Automate legal hold to reduce time and effort
• Minimize risk and costly mistakes from manual processes
• Support investigations with timely preservation of relevant information

Legal holds arise from the duty to preserve information that may be relevant for pending or reasonably anticipated litigation. Company employees, as well as the organization itself, must suspend retention policies to preserve information under their care, custody, or control while the hold is in place. Many organizations struggle with manual, decentralized processes driven by email or spreadsheets that are risky and time-consuming.

OpenText™ Core Legal Hold is a simple, powerful cloud-based solution that helps legal, HR, compliance, and IT teams centralize legal hold management. This reduces the complexity and risks associated with holds and data preservation efforts.

OpenText Core Legal Hold is quickly deployed through a secure cloud environment, with no hardware or software to purchase, manage, or maintain. The solution automates key mechanics of defensible preservation and uses proven expert workflows for every stage of the process from inception of a hold to case closure.

Sending legal hold notices via templates from a central application that automatically tracks acknowledgements reduces the time required to issue and track compliance with new legal holds from hours to minutes.

Automate legal hold to reduce time and effort

Automated questionnaires save additional time while improving the depth of insight about the types of data relevant to the legal hold and where it is stored. Retraction notices are automatically sent when matters are closed and custodians need to be informed that their duty to preserve data has ended.

Decrease risk through automation

Automation reduces the risk of inadvertent data spoliation due to errors and mistakes inherent in manual processes. Integration with common systems reduces risk further by rigorously managing custodians and speedily locating relevant data. Automating in-place preservation ensures seamless collaboration between legal, IT, compliance, and HR teams.

Microsoft® Active Directory® integration for automated custodian management

OpenText Core Legal Hold Custodian Sync with Active Directory reduces risk by ensuring that custodian profiles are up to date, allowing efficient execution of accurate, inclusive legal hold workflows. Custodian profiles including attributes like employee status, title, location and department are also reportable.

Microsoft 365® integration for in-place data preservation

OpenText Core Legal Hold helps organizations mitigate the risk of inadvertent spoliation of potentially relevant data by automating in-place preservation of Microsoft 365 mailboxes. Routine deletion policies within native data sources are suspended with customizable rules to establish and meet requirements. This simple integration saves time for both legal and IT teams, circumventing the need for costly collections at the preservation phase.

HR application and IT ticketing system integration for employee change management

Integrating OpenText Core Legal Hold with common HR applications mitigates the risk of evidence destruction when employees exit the organization. OpenText Core Legal Hold Exiting Employee Supervisor helps maintain legal hold obligations through automated detection of departed employees subject to legal holds. When status changes are detected, the system automatically alerts department teams to execute preservation protocols.

OpenText Core Legal Hold also integrates with asset management systems to identify corporate assets, such as laptops and smartphones held by departing employees. This reduces the risk of accidental data deletion from recovered devices.

Streamline investigations by quickly finding relevant information

Automated custodian management and questionnaires enable faster responses to regulators and/or internal investigators by helping to itemize relevant information, its owners, and locations.

Silent holds empower administrators to place data on legal hold without advising custodians that an investigation is underway. Critical data can be protected before it is accidentally or willfully moved, altered, or destroyed.

OpenText Core Legal Hold provides rich notification functionality for centralizing and managing legal holds, reducing risk and alleviating the burden of manual processes at a fraction of the cost of other available legal hold solutions. As it is deployed quickly via the cloud, teams can be up and running within days.

Product features