Description

Note: This response is designed to discuss a high level explanation of items that are stored on a storage device and how they are then put on legal hold via DA.

The total amount of items of legal hold can be the same the amount of items in storage, but do not assume that they will always match. There are various reasons the total amount of legal hold items in DA can differ from the total amount of items reported in storage.

When items are archived they are placed on a storage device (see note*).  However, these are items in the storage device and not yet on legal hold. In order to place items on legal hold a DA search must run and the results accepted from a DA case that has legal hold enabled.  

*Note: To review the number of items in storage connect to the Enterprise Vault usage page.  Here is the default address: http:///enterprisevault/usage.asp

In the unlikely event that only one DA search is captured and each item is accepted into a review set, the total amount of items on legal hold will match the total number of items in storage.

Realistically, multiple DA searches with specific search criteria and selected archives can be run that capture some of the items instead of all. Those captured are accepted into a review set and only these items are placed on legal hold. In this scenario the total amount of items on legal hold does not match the total number of items in the storage device.

Another reason for discrepancy centers on each DA case having a one-to-one legal hold relationship.  Assume the first DA case has a total number of legal hold items matching the total number of items in a storage device. Then, another DA case is created containing the same items of the previous case. In this scenario, the amount of items on legal hold has doubled but the amount of items in the Vault Store database remained the same.

Here is another larger example, this time using 10 DA cases with legal hold enabled.  Each case has a search that contains the same 10,000 items total in the storage device as the other 9 DA cases in a Review Set. These cases, when combined, create a total of 10,000 x 10 = 100,000 on legal hold although there are only 10,000 in storage.

Items in legal hold from Discovery Accelerator versus items in the Vault Store database