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Mitratech Success Center

Manage Collections

This page details the information that can be viewed and actions that can be completed from the Manage Collections page.

Where to Find a List of Collections for a Hold

Collections is a term used to refer to the collection of data that is applicable to a legal hold or "discoverable". LegalHold allows you to track the collection of data from a specific custodian using a data type (such as email, document, spreadsheet, etc.) or the collection of data from a system resource (such as an email server, project management software, etc.). LegalHold tracks the person who collects the information, date the information was collected, location from which the data was collected, the type of data collected, and any other information as needed.

Navigate to the Manage Collections page:

  1. Log in to your LegalHold instance. 
  2. Two methods exist for navigating to a list of collections:
    • Click the Manage Collections tile. Select the statuses to be returned, and filter by the hold for which you want to view collections.
    • Click the Manage Holds tile, then select the All Active Holds hyperlink. On the active hold, select the More Options button and select Manage Collections.

Note that the status of any collection that exceeds the due date and is in a "Not Started" state, will change automatically to "Overdue". The collector can change this status at any time.

Custodial Tab

All collections from a specific custodian are displayed in a grid format on the Custodial tab on the Manage Holds page. Prior to creating collections, data types must be setup by a LegalHold administrator.

lh_manage_collections_custodial.JPG

What Actions Can I Complete from this Screen?

  • Create a new collection by clicking the Create New Custodial Collection button in the top-right of the screen. 
  • Edit a collection by clicking the  icon.
  • Delete a collection by clicking the lh_button_delete.png icon.
  • View the collection history by clicking the lh_button_collection_history.png icon.
  • Navigate pages by using the Navigation Arrows. 
  • Search collections using the search bar at the top of the screen. 
    • Search by Custodian, Data Type, or Collector
  • Sort the information by clicking the arrows next to each column name. 

Non-Custodial Tab

All collections for a system within your site are displayed in a grid format on the Non-Custodial tab on the Manage Holds page. Prior to creating collections, system resources must be setup by a LegalHold administrator.

lhmanage_collections_noncustodial.JPG

What Actions Can I Complete from this Screen?

  • Create a new collection by clicking the Create New Non-Custodial Collections button in the top-right of the screen. 
  • Edit a collection by clicking the  icon.
  • Delete a collection by clicking the lh_button_delete.png icon.
  • View the collection history by clicking the lh_button_collection_history.png icon.
  • Navigate pages by using the Navigation Arrows. 
  • Search collections using the search bar at the top of the screen. 
    • Search by System Name, or System Owner
  • Sort the information by clicking the arrows next to each column name. 

What Fields Can I Edit for Collections?

When editing a custodial collection, you can only modify collections that have not been set to "Completed". The following fields are editable:

  • Custodians (add or remove) - If more than five custodians are selected for a single collection record, click on the ellipses button to add or remove custodians since only the first five will appear on the edit page.
  • Priority
  • Collector (replace)
  • Data types (add or remove)
  • Due date
  • Comments

When editing a non-custodial collection, you can only modify collections that have not been set to "Completed". The following fields are editable:

  • Priority
  • Due date
  • Systems (add or remove)
  • Comments

Once a change has been made to the collection, a new notification will be sent by email to the collector or system owner. 

Which Collections Can I Delete?

Collections can be deleted that do not have a status of "Completed" or "No Data". You must confirm any deletion of a collection.

Only the collector or system owner can change the status from "Completed" to any other status if the collection should be removed, thus allowing the hold administrator to delete the collection.

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