What State/Substate are organizations using for assets with a 'Legal Hold' status?

lward1 · ‎03-30-2022

Does your organization have a retention policy for specific types of hardware or hardware that contains/contained specific set of data? If so, did you try and use an OOB state and substate or did your organization create a custom State and/or substate? Is there a SN recommendation?

I'm putting in and idea request to have a CSDM Life Cycle Stage Status of "Legal Hold" created b/c I don't see any status that identifies this and I believe there are many organization that do have some sort of retention policy and this does not appear to be addressed by any of the OOB Life Cycle Stage Status options.

Thanks for any feedback on this.

Scott Halverso1 · ‎03-30-2022

We frequently utilize the state of In Maintenance and then a custom field called Maintenance type with choices of Legal Hold and Temp Hold. Together with that we add Maintenance start date and Maintenance end date to be able to report on how long it's been in Legal Hold/Temp Hold

Temp Hold gives users one last chance to get something off the device. We often default the end date to two weeks out from the start date.

By having a seperate field for Maintenance type we can wrap additional permissions to read these records as the audience of who can see this records is typically reduced.

Also using In maintenance allows the assigned to not get wiped out and left at that users name.

Concerning upcoming CSDM Lifecycles, CSDM 4.0 has accounted for legal hold.

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Scott Halverso1 · ‎04-07-2022

Hi @DinaCNP90 ,

I feel like employee offboarding and legalhold processes don't mix. Legalholds in my experience tend to come up independent and typically before an offboarding request. I would expect requests would not come to your team to reclaim the asset if the item is in legal hold. But even if they do, you might want to put logic into the workflow to denote of if the asset needs to be placed in legal hold rather than wiped and returned to stock.

Every org varies, but typically legalhold is a process all by itself. Legal Hold tends to follow closer to the asset refresh process. The asset is recovered and placed into the stock. Many orgs don't immediately wipe. Rather they put the asset to in maintenance with a temp hold(custom field) or put the state to In stock with a custom substate to denote "temp hold". It's the white glove method in case the customer says oops, I forgot something.