Creating a Legal Hold in Box Governance

 

To set a legal hold, in the left pane of the Admin Console, click Governance; then at the top of the Governance window, click Legal Holds.  Click Create to get started.

 

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Setting a legal hold on content owned by custodians

Box enables you to place a legal hold on content owned by the people you designate as content custodians.

To set a legal hold on content owned by custodians:

  1. Start by giving your legal hold a descriptive name.  This name must be unique.  A description is optional.
  2. Under Policy Criteria, click Users (Custodians).
  3. Next, set a date range for retained files.
    • If you select an end date, only content created or modified during the specified date range is held.
    • If you do not select an end date, the legal hold applies to all content that custodians interact with while the policy is in effect.
    • This date range cannot be edited once set.
  4. In the top-right corner of the window, click Next.
  5. Click Add Custodians.
  6. In the Users field, type the names you want to add as custodians, then click Add.
    • Current users must exist in your Box account.
  7. Review the details of the legal hold, then click Save.
  8. To activate the legal hold, click Start Policy
    • Box applies the legal hold to all content that the persons own or have access to at any permission level, including content in each person's trash.
    • The content held is limited to only content created or modified in the date range you selected

 

legalHoldsSelectUser.png

 

 

Setting a legal hold on folders

Box also enables you to place a legal hold on folders, regardless of who owns them.

To set a legal hold on folders:

  1. Start by giving your legal hold a descriptive name.  This name must be unique.  A description is optional.
  2. Under Policy Criteria, click Folders.
  3. In the top-right corner of the window, click Next.
  4. Click Select Folders.
  5. In the Select Folders window, click Search
  6. Type the name of a folder you want to hold, or part of the name of the folder, and press Enter.  You can also filter by user name. 
  7. Under Search Results, check the folders you want to add, then click Choose.
  8. Review the details of the legal hold, then click Next.
  9. To activate the legal hold, click Start Policy
    • Box applies the legal hold to all content, including sub-folders, within your selected folders.

 

 

legalHoldsSelectFolder.png

 

 

 

Note   The amount of time Box needs to apply the legal hold policy (both initially and for any new files) depends on the number of files affected by the hold – the more objects you hold (files, folders, custodians), the longer it takes for the hold to become active.  To verify that your legal hold is in fact applied, in your admin console navigate back to the Legal Holds tab and run a Legal Holds report to check for ongoing policies.

You can release a legal hold you've created at any time from the Legal Holds tab in the Admin Console.

Version history
Revision #:
9 of 9
Last update:
3 weeks ago
Updated by: