ediscovery in sharepoint server 2010

7/27/2019 EDiscovery in SharePoint Server 2010

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EDiscovery in SharePoint Server 2010

Hi everyone, I am Quentin Christensen and I work on document and records management

functionality for SharePoint. Electronic discovery (commonly referred to as eDiscovery) is anarea we are supporting with new set of capabilities in SharePoint Server 2010. In case you are

not familiar with eDiscovery, it is the process of finding, preserving, analyzing and producingcontent in electronic formats as required by litigation or investigations. eDiscovery is animportant concern for all of our customers and given that SharePoint has grown to be an integral

part of collaboration, document, and records management for many organizations, we recognize

the need to support the eDiscovery process for SharePoint content.

Microsoft Office SharePoint Server 2007 included ahold feature that could be used for

eDiscovery,but it was scoped to the Records Center site template. With SharePoint Server 2010

the eDiscovery capabilities have been greatly expanded to provide more functionality and thepower to use these features across your entire SharePoint deployment.

In this post, I want to highlight three major improvements in SharePoint that support eDiscovery.You can:

Manage holds and conduct eDiscovery searches on any site collection Use SharePoint Server Search or FAST Search for SharePoint out of box to search and

process content

Automatically copy eDiscovery search results to a separate repository for further analysisRead on to learn how SharePoint Server 2010 can support your eDiscovery initiatives and

provide you with the tools you need to manage holds, identify, and collect SharePoint content.

The eDiscovery Process

The Electronic Discovery Reference Model fromEDRM (edrm.net)provides an overview of thedifferent parts of the eDiscovery process:
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SharePoint Sever 2010 addresses theInformation Management,Identification,PreservationandCollectionstages. While this blog post will focus mostly on the identification, preservation and

collection components, SharePoint provides a rich Information Management platform for

Collaboration, Social Computing,Document ManagementandRecords Management. Thismeans that you can take a proactive approach to eDiscovery by putting a governance framework

in place and using appropriate disposition policies to expire content. Managing content and

deleting it when it is no longer needed will reduce the amount of content that must be indexed

and searched, and collected for eDiscovery. The result is that eDiscovery costs can be

dramatically reduced, changing the problem from finding a needle in a hay stack to finding aneedle in a hay bale. Ultimately, the key to achieving legal compliance for eDiscovery

obligations is built upon a foundation of robust Information Management.

When an eDiscovery event occurs, such as a receipt of complaint, discovery, or notice of

potential legal claim, the identification stage begins. Content that may be subject to eDiscoverymust be identified and searches are conducted to find that content. That content needs to be

preserved and at some point, the content will be collected.

The eDiscovery Features

Hold and eDiscovery

Hold and eDiscovery is a site level feature that can be activated on any site.
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Activating this feature creates a new category in Site Settings that provides links to Holds andHold Reports lists. There is also a page to discover and hold content that allows you to search for

content and add it to a hold. Once the Hold and eDiscovery feature is activated you can createholds and add to hold any content in the site collection. By default only Site Collection

administrators have access to the Hold and eDiscoverypages. To give other users permission,

add them to the permissions list for the Hold Reports and Holds lists. This will also give accessto the Discover and hold contentpage.

You can manually locate content in SharePoint and add it to a hold, or you can search for contentand add the search results to a hold. With the Hold and eDiscovery feature you can create holds

in the hold list and then manually add content to the relevant hold by clicking on Compliance

Details from the drop down menu for individual items.

Then click on the link to Add/Remove from hold.
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And you can select the relevant hold to add to or remove from.
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By manually adding an item to hold you will block editing and deletion of that item until it isreleased from hold. You will notice that the document now has a lock icon showing that it cannot

be edited or deleted.

Each night a report for each hold is generated by a timer job. If you need a hold report faster you

can manually run the Hold Processing and Reporting timer job in Central Administration.

Search and Process

You can manually add items to hold on any site collection, which is great. But that doesnt help

you find the content you dont already know about. What if you have a large amount of itemsyou want to find and add to a hold? For that you can use the features on the Discover and hold

content page, which is a settings page in Site Settings. From this page you can specify a search

query and then preview the results. The configured search service (SharePoint Search Server or

FAST Search for SharePoint) will automatically be used. You can then select the option to keepitems on hold in place so they cannot be edited or deleted, or if you have configured a Content

Organizer Send to location in Central Administration you can have content copied to another site

and placed on hold. You may want to create a separate records center site for a particular hold tostore all content related to that hold. The Content Organizer is a new SharePoint Server 2010

feature based on the Microsoft Office SharePoint Server 2007 Document Router with richer

functionality to automatically classify content based on Content Type or metadata properties.Look for a future blog post covering the Content Organizer.
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Holding content in place is recommended if you want to leave content in the location is was

created with all the rich context that SharePoint provides, while blocking deletion and editing of

content. Be aware that this will prevent users from modifying items. If you prefer users tocontinue editing documents, then use the copy to another location approach.

When searching and processing, the search will by default be scoped to the entire Site Collectionand run with elevated permissions so all content can be discovered. The search can be scoped to

specific sites and you can also preview search results before adding the results to a hold. Items

can be placed on multiple holds and compliance details will show all of the holds that are appliedto an item.

In summary, SharePoint Server 2010 contains key features that make it an essential aspect of

your eDiscovery strategy. With the new SharePoint Server 2010 capabilities you can easily apply

proper retention policies for all content and make it easier to discover content if an eDiscovery

event occurs. eDiscovery often prescribes tight deadlines for production. SharePoint 2010 helpsyou find the right content and deliver it faster.
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ediscovery in sharepoint server 2010

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