A legal hold is a process used by organizations to preserve all forms of relevant information when litigation, investigation, or an audit is pending or anticipated. When legal holds arise, organizations must act swiftly to preserve relevant data. Whether it’s emails, documents, or other digital records, failure to retain this data can result in legal and financial consequences. That’s where the new Legal Hold Notification workflow comes in — streamlining the process of issuing, tracking, and managing legal hold notifications and acknowledgements across your enterprise.
What Is Legal Hold Notification?
Legal Hold Notification is a purpose-built legal practice application for Legal Service Delivery (LSD) that helps legal teams manage their obligations to preserve data when a legal hold is issued. It enables legal teams to:
- Create and manage legal hold matters
- Notify custodians
- Track acknowledgments
- Close matters once the hold is lifted
This end-to-end workflow ensures that your organization remains compliant and audit-ready throughout the lifecycle of a legal hold.
Why It Matters
Traditionally, legal holds have been managed manually—through spreadsheets, emails, and follow-ups. This approach is not only time-consuming but also prone to errors and compliance risks. With Legal Hold Notification, LSD automates and centralizes the process, delivering:
- Faster execution of legal holds
- Improved custodian compliance through automated reminders and acknowledgment tracking
- Audit-ready records for legal and regulatory reviews
- Reduced administrative burden on legal teams
Key Roles and Responsibilities
The application introduces several new roles to support the legal hold process:
- Legal Hold Admin: Oversees the application and manages administrative tasks.
- Legal Hold Configurator: Sets up and maintains legal hold configurations.
- Legal Hold Fulfiller: Creates and issues legal hold notices, and ensures custodian compliance.
- Custodian: Receives the legal hold notice and is responsible for preserving relevant data.
How It Works
The Legal Hold Notification workflow is simple yet powerful:
- Create a Legal Hold Matter: Initiate a new legal hold by creating a matter record. This serves as the central container for all related actions and data.
- Add Custodians: Identify individuals who may possess relevant data. These custodians will receive notifications and are required to acknowledge their responsibilities.
- Issue Legal Hold Notices : Send automated notifications to custodians. The system tracks delivery and acknowledgment, ensuring compliance and accountability
- Track Acknowledgments and Compliance: Monitor who has acknowledged the notice and who needs reminders.
- Close the Legal Hold : Once the legal hold is lifted, close the record and retain the audit trail.
Get started!
- Review the documentation and requirements
- Install the Legal Hold Notification application (sn_lg_hold)
- Assign roles and configure the hold notification template
- Follow the how it works steps above
