Providing IT with Transparency to the Data
Consideration No. 1: Does the legal hold application provide IT with transparency to the data in the systems that are on hold?
Some legal hold applications simply send e-mail messages to individual IT staff members, alerting them to holds by case number. In this case, only a few people in IT are aware of what data can't be moved, modified, altered or retired. If IT staff must fish through their e-mail box to find which notices apply at any point in time, they will be unable to efficiently manage data and risks, retiring or recycling the wrong data.
Consideration No. 2: Who benefits from the data source mapping features if they exist?
Beware of data source mapping features that provide legal with a list of systems for discovery when there are no corresponding features for IT! The legal hold application should make it easy for IT to update the data source list. It should provide a view of value to IT including knowing in real time which data sources legal has targeted for any given matter, knowing the discovery and retention parameters for a system, and knowing what governance requirements apply to the system. When legal knows what data sources have been identified in a hold but IT doesn't, data preservation in those systems is at risk.