Doing eDiscovery, Litigation Hold, and Addressing Journaling in Office 365

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6. The first step is to Prepare the data. Click on Prepare at the top, and click on Setup on the left. You will see in the container all of the various Search Content you clicked to “Prepare Results for Analysis”. When you land on this initial page, you’ll notice the Pre-processing will start to process the data that was transferred over. This will take several minutes to pre-process the imported data, when completed, it’ll note that the Pre-process has "Completed successfully".

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7. Click to highlight the data you now want to fully import and click “Process” at the bottom-right of the Prepare/Setup page. This will provide you a Task Status, as well as a Process summary when all of the content has been successfully imported.

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8. With the case data processed, the next step is to load the content into the machine learning analysis and relevance system, which requires yet another “load” process. Click on Relevance at the top of the page, and Loads on the left column, then click “Add files” that will process the content for analysis.

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9. You can then have keywords automatically highlighted during the query and viewing process, click on the Relevance at the top / Highlighted keywords on the left column, and by clicking on +, you can add keywords and the color of the highlight

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10. The next step is to perform Tracking and Tagging. Click on Relevance on the Track item, then click on Tagging at the bottom right. This will prepare the content for tagging, auto-highlighting keywords you noted in the previous step, and begin the process of analyzing the selected content

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11. In the Relevance / Tag section, you can now review messages one by one, and click to tag the message as [R]-Relevant, [NR]-Not Relevant, [Skip]-Skip as part of a normal eDiscovery process of initial review and tagging of content

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The Relevance / Decide and the Relevance / Test provides analysis of the results of the data on the statistical relevance of the content found and tagged.

Additionally, the Export and Reports functions within the Advanced eDiscovery allows for the case content (searched, tagged, flagged, etc) to be exported to a local machine, as well as reports generated on the information.

There are a number of variations on how information can be queried and reviewed. This document covered the most common functions, however other variations can be made.

Note: Email retention and deletion policies are specific to messages in a mailbox (either active or inactive mailbox). Mailboxes can have Holds removed, content or mailboxes can be deleted, and information can get corrupt. Organizations can protect the integrity of its content by minimizing the number of administrators that can gain access to configuration settings and user content. Mail handling policies and processes are not addressed in this document, but should be part of the day to day best practices on handling of electronically stored information.

Authored by Rand Morimoto, Convergent Computing,

About the Author

Rand Morimoto is the author of the book “Exchange 2010 Unleashed” and the President of Convergent Computing (CCO), an IT consulting firm in the San Francisco Bay Area. Dr Morimoto did his doctoral studies in Organization Management and has taught Undergraduate and Master degree courses on cyber-security, business ethics, and business law. Dr Morimoto was the Internet Security advisor to President Bush (2002-2007), authored the book “Network Security for Government and Corporate Executives,” and frequently participates as an expert witness in legal cases regarding electronic data and information integrity.


This document is provided for informational purposes only and the author makes no warranties, either express or implied, in this document. Information in this document, including URL and other Internet Web site references, is subject to change without notice. The entire risk of the use or the results from the use of this document remains with the user.

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Copyright © 2016 IDG Communications, Inc.

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