WHAT IS LEGAL HOLD NOTIFICATIONS FROM CLOUDNINE?
Legal Hold Notifications from CloudNine empower legal and information professionals by enabling them to quickly and comprehensively develop, send, track, and manage legal hold notices to key custodians with the goal of protecting data integrity for potential or current investigations or litigation.
Delivered as an advanced, integrated, and automated option in CloudNine’s cloud-based, Software-as-a-Service delivered simplified eDiscovery automation software, Legal Hold Notifications improve the ability of legal and compliance teams to implement legal holds by providing them with an intuitive and secure tool for marshaling the data preservation process to reduce ESI related exposure and risk while increasing data and process defensibility.
WHAT CAN LEGAL HOLD NOTIFICATIONS SOFTWARE DO FOR YOU?
With the defensibility and repeatability exemplified in all CloudNine eDiscovery automation technology, Legal Hold Notifications from CloudNine can be initiated quickly and directly from within CloudNine eDiscovery platform and managed as part of a guided three step process.
Step One: Understand Legal Hold Notification Landscape
Upon selection of Legal Hold Notification from the CloudNine eDiscovery Platform project screen, users are presented with a snapshot of previously sent legal hold notifications from an information matrix as well as an opportunity to initiate new legal hold notifications.
The legal hold information matrix concisely presents key information on previously sent notifications including:
- Hold Name
- Date Created
- Date Due
- Notification Sent
- % Accepted
From the information matrix users can also:
- Send New Reminders
- Add New Recipients
- Delete Previous Notifications
- View Complete Legal Hold Notifications Reports
- View Notice Reminder
- Determine When Individuals Have Confirmed Notice Receipt
- Determine Which Individuals Have Not Yet Confirmed Notice Receipt
Reports can be viewed directly within the platform or downloaded in PDF or CSV formats. Detailed report includes:
- Complete Legal Hold Report Title
- Individual Creating the Report
- Date and Time Notification Created
- Due Date and Time for Notification
- Message Subject and Message Body
- List of Email Addresses Sent Notification
“While in-house legal teams and outside counsel have employed advanced technologies to simplify eDiscovery, many still leverage manual processes and legacy tools to manage their legal holds. With our new Legal Hold Notifications offering, we help legal and information technology professionals by enabling them to quickly and comprehensively develop, send, track, and manage legal holds within our eDiscovery platform. This assisted automation helps users minimize risk and protect the integrity of ESI for potential or current investigations or litigation.“
Brad Jenkins, CEO of CloudNine
Step Two: Create New Legal Hold Notifications
Creating a new legal hold notification can be accomplished by:
- Select Create New from the Legal Hold Notification information matrix screen.
- Select the individuals you would like to receive the new notification from a listing of existing email addresses or enter new email addresses as appropriate for new notification custodians.
- Enter the due date and hold name.
- Enter the email subject.
- Enter new text or select and edit from previous text to complete the email body.
- Select Send Emails to send the complete notification to identified custodians.
“Legal holds impact legal and business leaders on a daily basis. With the release of our new and proprietary offering, we help lessen the implementation and management impact of this critical eDiscovery process. By reducing the complexity of managing legal hold notices and integrating this capability into our core eDiscovery platform, we truly are simplifying eDiscovery through automation.“
Bill David, CTO of CloudNine
Step Three: Confirm and Track Legal Hold Notifications
Inside the email of sent notifications, custodians will receive the complete content of the notice and will also receive a confirmation link that will provide them an opportunity to confirm receipt and understanding of the contents of the notification. Upon confirming receipt and understanding of the notice by clicking on the confirmation link, custodians will be directed to a screen highlighting their acceptance of the legal hold notice.
Additionally, upon confirmation of receipt and understanding of the notice, the custodian metrics will be added to the information matrix and represented in the detailed legal hold notification report.
This closed-loop confirmation ensures both custodians and legal hold process managers always are informed of the latest legal hold notification status and can get access this information at any time directly from the CloudNine eDiscovery Platform.
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