The need to preserve digital information is becoming a key business requirement, simply because of the volume of critical business information that transits through digital sources within a business today. The requirement to preserve digital information has surfaced in the event of legal proceedings. A business may be served with a discovery notice as part of legal proceedings that compels them to provide all information pertaining to a specific matter under investigation.

One of the ways that Office 365 can preserve information in a users mailbox is via the Litigation Hold facility available on the advanced mailbox plans. Placing a mailbox on Litigation Hold means that it automatically starts preserving the information in that mailbox, irrespective of what the end user may do inside that mailbox.

For example this would mean that even if a user deleted information from their mailboxes, such as an email, it would be retained in an administration area and therefore recoverable using an eDiscovery search by a user with appropriate rights. However, Litigation Hold should not be seen as a way to backup items in user’s mailboxes, it is designed primarily as a compliance mechanism.

Litigation Hold has been available for a while but only with the high end versions of Microsoft’s email server, which has traditionally been out of the reach of only but the largest businesses. However, with Office 365 this ability is available to every business simply by subscribing to the appropriate plan. If you have a plan that includes Litigation Hold you should look at enabling it so it will start preserving your information. It is better to enable this before you actually need it.

If you need help working out which Office 365 plan you are using and whether it includes Litigation Hold, please don’t hesitate to contact Correct Solutions on (02) 8831 8200. We can also assist when it comes to enabling Litigation Hold for your mailboxes.

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