About legal hold

  • Legal hold is part of Pro Pack for Control Hub. For more information, see Pro Pack for Control Hub.

  • Only a compliance officer can create a matter in legal hold to retain the data. A user must be assigned the compliance officer role before they can access legal holds in Control Hub. For more information on the compliance officer role, see Assign account roles in Control Hub.

  • As a compliance officer, you can only put users in your organization on legal hold and place content for Webex App spaces and meetings owned by your organization in legal hold.

  • When the legal matter is active, all spaces and meetings with users who are associated with the legal matter are retained. Content in spaces and meetings content that these users belong to is retained, this includes spaces the user leaves, new spaces that they join or create, or even if the user never posted any content in the space and recordings of meetings that the user attended. Content is also retained after a user leaves the organization. Webex Calling content is also retained.

    The type of content that is retained includes:

    • Space content—Messages, files, and whiteboard content.

    • Meetings content—Recordings

    • Calling content—Call Detail Records (CDRs)

  • When the matter is released, no information related to that matter is retained.

  • You can put legal hold on an active user's content. You cannot put a legal hold on a deleted user's content.
  • If a user under legal hold deletes a recording and it is subsequently purged, the recording is permanently deleted from Webex and cannot be retrieved by the compliance officer.
  • If your org is divided into multiple Meetings sites, you'll need to enable (reach out to your Cisco account team) the compliance feature to use the legal hold feature. On enabling the feature and a custodian is put on legal hold, only the meetings recorded after enabling the compliance feature is saved and made available for eDiscovery.
  • Webex Assistant is not yet available for Webex for Government organizations, so Control Hub only supports legal hold on meeting recordings and related metadata.

Create a matter for legal hold

As a compliance officer, you can create a matter in legal hold to retain that user's data for litigation.

1

Sign in to Control Hub.

If you're a full administrator with the compliance officer role, go to Troubleshooting > Status > View eDiscovery.
2

Select Legal Matters and then click Create Matter.

3

Enter a Legal matter name and optionally a Legal matter description.

4

Download the CSV template and add users' email addresses for the Custodians in the CSV file.

5

Click Choose a file and upload the CSV file you created.

6

Click Save.

What to do next

The search bar can be used to view a specific legal matter, or you can use the filter icon to narrow your search results.

Manage a matter for legal hold

As a compliance officer, you can add, remove, or export custodians from a legal matter using the CSV file.

1

Sign in to Control Hub.

If you're a full administrator with the compliance officer role, go to Troubleshooting > Status > View eDiscovery.
2

Select Legal Matters and go to the matter you want to manage.

3

Click Download to export a list of custodians.

4

Add or remove custodians from a legal matter.

  • To add custodians, select the matter and click Add Custodians on the right pane.
  • To remove custodians, select the matter and click Remove Custodians on the right pane.
5

Download the CSV template and enter the details.

6

Click Choose a file to upload the updated CSV file.

7

Click Save.

Release a matter from legal hold

As a compliance officer, once the legal litigation is complete, you can release a legal matter. When the matter is released, all the data retained by the matter is released or deleted based on your organization's retention policy.

1

Sign in to Control Hub.

If you're a full administrator with the compliance officer role, go to Troubleshooting > Status > View eDiscovery.
2

Select Legal Matters and then go the matter you want to release.

3

Click exit room icon to release the matter.

4

Click Continue to confirm.

Alternatively, you can select the matter you want to delete, go to the right pane, and click Release.

Delete a matter for legal hold

As a compliance officer, you can delete a legal matter if you created the matter in error. When the matter is deleted, all the data retained by the matter is released or deleted based on your organization's retention policy. You can only delete an Active legal matter.

1

Sign in to Control Hub.

If you're a full administrator with the compliance officer role, go to Troubleshooting > Status > View eDiscovery.
2

Select Legal Matters and then go the matter you want to delete.

3

Click to delete the matter.

4

Click Continue to confirm.

Alternatively, you can select the matter you want to delete, go to the right pane, and click Delete.