Description

 Click on the links below to review the sections of this document.

• Assign custodians
• Merging custodians
• Un-merging custodians

Assigning Custodians

To assign custodians to specific mailboxes, mail files, or directories

1. Click Processing > Sources & Pre-Processing to open the Manage Sources screen.
   
   
    
   1. Select the check box next to the items where you want to assign the same custodian (or remove the custodian). Click the first check box to select all the items on the screen.
      
      To search the list
       
      1. From the in menu, select the column to be searched.
      2. Enter the first few characters of the search text in the Search for field (use a “*” to indicate any text).
          
   2. Select a custodian from the menu in the lower-right corner, and click Go. To remove the current custodian, select . To define a new custodian, select New custodian, enter a custodian name, and click OK.
   3. Click Manage Sources to return to the list of document sources.
       
2. To apply the custodian changes to the entire case, click Rerun Post-Processing.
   
   Note: As of version 7.0, you can search for custodians from within the Manage Sources tab, if for example, you had a collection set which contained multiple loose files, each with its own custodian and wanted to see which files belonged to specific custodians. For more information about collection sets, refer to "Creating, Analyzing and Processing Collections" in the Identification and Collection Guide.

Merge custodians

When you have two or more of the same, or similarly-named custodians (representing the same custodian or individual) you can merge them into one unique custodian assignment. This is especially useful if you collected custodian data through the Identification and Collection module, where multiple name variations might appear for a single custodian. In this case, you may find multiple name variations on a single custodian.

Note: Unlike custodians in your case data, custodians in the Identification and Collection (IC) module are case sensitive. As a result, custodians in IC may be merged with similar custodian names when added to your case. For example, the IC custodians “joe admin”, “Joe admin”, and “Joe Admin”, who are all considered unique in IC, are treated as the same custodian if added to your case. Thus, if you add a collection set (created in IC) containing the custodian “joe admin” to a case that contains another custodian “Joe Admin” they are merged as one custodian. However, if that same case contains no similarly-named custodians, and all three IC custodians are added to the case, they are considered unique.

Before you begin: Merging custodians is optional, and can be done either before or after processing your case data. However, if you process your case data first, before merging custodians, you must rerun post-processing for the merged custodian assignments to take effect.

1. From the Processing module, for the selected case, click Custodians.  Your list of custodians displays.
2. Select two or more custodians that you want to merge into the same custodian assignment.
3. Click Merge.
   
   Note: The single custodian you select will automatically be associated with all documents and items previously associated with both. All other related custodians listed on the Merge page will be deleted.
    
4. Click Merge to confirm the single custodian assignment.
   
   

Unmerging Custodians

If you want to undo a custodian merge and have not yet run your case through post-processing, you can still un-merge the custodian assignment. In this case, the “Un-Merge” button appears at the bottom of the Custodians screen.

To un-merge custodians

1. On the navigation bar, for a selected case, click Processing > Custodians.  An alphabetic list of custodians displays, indicating the custodians slated to be merged.
2. Select only the custodian(s) you no longer want to be merged (not the custodian slated to be merged to).
   
   
    
3. Click Un-Merge.  The custodian merge is reversed and will not be merged upon post-processing