After collecting information into Onna, you may wish to put certain data on legal hold. Within Onna, you may put data from sources that a specific Onna user in your organization has added on legal hold.
Either way, this is particularly helpful for retaining information that would otherwise be removed from Onna due to mirror syncs and retention policies (i.e. Slack Enterprise data). This means that, regardless of any retention policies set, information put on legal hold within Onna will remain in Onna until you decide to remove it.
Note: In order to access the Legal Hold option you must have admin level permissions within Onna.
Legal Hold at a User Level
Choosing to put a user or users on legal hold will place all sources of the selected users where they are owners or have manage permission on hold.
To enable legal hold at a user level, navigate to the Legal Hold section found within the menu on the lefthand side
Next, select 'Add legal hold,' give your legal hold a name, and click 'Next'
Choose the user to place on hold in Onna and determine whether or not to notify the user of the hold.
Note: the list of users that appear are the list of users with accounts in Onna. As an admin you can put any user within Onna on legal hold. The sources that will be put on hold are sources that they have added to the system.
Finally, choose the sources that the user has added that you would like to place on legal hold. The list of sources are separated out by source type and clicking on them expands the list of sources for that particular source type. Once you are ready with your selection click Done.
This brings you back to the Legal Holds page where your newly created legal hold is now listed. Clicking on your legal hold brings up more information that includes:
- Total files - total number of files
- Total Data - total size of the files
- Started on - date and time the legal hold started
- Finished on - date and time the legal hold was set to finished
- Users selected - Onna users selected to be put on legal hold
- Sources selected - data sources selected to be put on legal hold
You can also view what files are on hold by clicking View hold sources or download an audit by clicking Download audit in CSV. The audit CSV contains system logs of files added to the source(s) since the legal hold started.
If the user tries to delete a source that is in a legal hold, they will find the Delete option has been disabled:
When a source is under legal hold, new files can still be added to the source. If an updated file replaces an existing file, the new updated file is synced and the previous version(s) of that file are tracked. See our file versioning guide for more information.
When viewing a source, if it is unclear if the source is under legal hold you can find that information by viewing the source's detail panel:
To end a legal hold, you must return to the Legal Hold section and end that legal hold manually. This is done by clicking on Finish:
Once you confirm the legal hold will have a status of Finished. The source is now like any other source and can be deleted if needed.
If you wish to completely remove the legal hold you can click on its red trash icon. This removes the listed legal hold and any audit information related to it. This does not delete the sources within the legal hold.