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How To Automatically Create Litigation Holds Using Hire2Retire

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If your company deals with sensitive data or messages, you may need to use litigation holds to preserve communications, stay compliant, and prevent a legal disaster.

But manually placing and managing litigation holds can create hours of work for your IT team, while opening the risk of delays or errors.

Now with the Hire2Retire Phase 9.2 release, those worries are a thing of the past, because organization-wide and attribute-specific litigation holds can now be fully automated as part of workforce lifecycle management.

This blog will show you:

What litigation holds are and how they work

Why litigation holds are necessary for security and compliance

How to automate litigation hold policies in Hire2Retire

What is a Litigation Hold?

A litigation hold, also known as a legal hold, is a formal directive that instructs organizations to preserve all data records, like email communications. Litigation holds supersede normal data policies, making it so that data placed under a hold cannot be manually deleted.

Litigation holds are crucial for legal proceedings, such as eDiscovery, where electronically stored data can be used as potential evidence. For IT teams, litigation holds maintain a secure record of important information that cannot be accidentally removed or altered.

How O365 Litigation Holds Work

A litigation hold in Office 365 is a directive placed on a user’s mailbox that preserves all of the content in the mailbox, including deleted items and original versions of modified items. This data is stored in the Recoverable Items folder.

A litigation hold does not prevent a user from sending or receiving new messages. Instead, it prevents them from deleting or altering data that is under the hold.

To place a litigation hold in O365, your account needs the Legal Hold management role assigned. Then, find and edit the mailbox you want to place the hold on in the Exchange Online Center (EAC).

Click Mailbox Features in the mailbox properties page, then set the Litigation Hold option from Disabled to Enabled. Next, define the duration of the litigation hold and click Save on both the litigation hold page and the mailbox properties page.

How to Set Up Litigation Holds in Hire2Retire

Some companies may need one or all of their employees to have litigation holds enabled as a matter of policy. Hire2Retire, RoboMQ’s lightweight IGA platform, can automatically place new identity profiles under litigation holds, eliminating tedious IT work and ensuring fast and consistent data practices.

In addition, Hire2Retire enables companies to set up role-based policies for applying litigation holds, so every employee with a certain job will automatically have their account placed on hold.

This is how to set up a litigation hold policy in Hire2Retire.

1: Enable Litigation Holds

First, navigate to the Lifecycle Business Rules page of your Hire2Retire workflow. As of the Phase 9.2 update, you will now see a new check box under the MFA policy configuration field titled “Place the user account on Litigation Hold.” Check this box to enable litigation holds.

2: Define an Overall Litigation Hold Policy

After checking the box, you have two choices to define the organization-wide litigation hold policy. Check All users to automatically apply litigation hold to every identity account created by Hire2Retire. Check Define policy to set role or attribute-based conditions for applying litigation holds.

3: Set Conditions for Litigation Holds

If you selected the Define policy option, you can now begin creating specific policies to dictate litigation holds. For each policy, select the lifecycles you want the litigation hold to apply to, then define the employee attribute and condition to trigger the policy.

Click the + or – buttons to add another AND condition to the litigation hold policy, or click the OR button to add an OR condition. To add additional policies, click Add a policy.

Once you have set up your policies, they will display in a table on the Lifecycle Business Rules page of your workflow.

Ensure Security and Compliance with Hire2Retire

Litigation holds are just another way Hire2Retire can keep your organization’s sensitive or confidential data secure.

Standardized and prompt access removal for offboarding, strict role-based access provisioning prevents ghost accounts and unused software licenses. Similarly, human error is taken out of the equation, preventing hackers from using valid credentials to cause data breaches.

To see how Hire2Retire can automate 70% of your IT workload and avoid 90% of identity governance costs, book a free one-on-one discovery call with a Hire2Retire expert now!

Cameron Macaulay

Cameron Macaulay is a Marketing Associate with RoboMQ. Cameron graduated from Syracuse University with a major in Broadcast & Digital Journalism, and a minor in Professional & Technical Writing. Cameron combines his skills in technical writing with a passion for storytelling.

How To Automatically Create Litigation Holds Using Hire2Retire

What is a Litigation Hold?

How O365 Litigation Holds Work

How to Set Up Litigation Holds in Hire2Retire

Ensure Security and Compliance with Hire2Retire

Cameron Macaulay

Cameron Macaulay

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