Legal hold automation software is a specialized tool designed to streamline the process of issuing, managing, and releasing legal holds (also known as litigation holds) within an organization. A legal hold is a process that organizations use to preserve relevant data and documents when litigation or an investigation is anticipated or ongoing. Failure to comply with legal hold requirements can result in penalties, loss of evidence (spoliation), or other legal consequences.

Legal hold automation software helps organizations ensure compliance with legal and regulatory requirements by automating the manual, time-consuming tasks associated with legal holds. Below is an overview of the key features, benefits, and popular software options in this space.

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Key Features of Legal Hold Automation Software

• Automated Notifications:


• Sends legal hold notices to custodians (employees or stakeholders) and tracks acknowledgment.


• Provides reminders for compliance and follow-ups.


• Centralized Management:


• Offers a single platform to create, track, and manage multiple legal holds across cases.


• Maintains an audit trail of all actions related to the hold (e.g., issuance, acknowledgment, and release).


• Integration with Data Systems:


• Connects with email systems (e.g., Microsoft 365, Google Workspace), file storage (e.g., SharePoint, OneDrive), and other data sources to preserve relevant information.


• Supports eDiscovery tools for seamless data collection and review.


• Custodian Management:


• Tracks custodians involved in a legal hold, including their status and compliance.


• Allows for bulk updates or notifications as custodians change roles or leave the organization.


• Reporting and Analytics:


• Generates reports on legal hold status, custodian compliance, and preservation activities.


• Helps demonstrate compliance during audits or legal proceedings.


• Release Management:


• Automates the process of releasing holds when litigation or investigations conclude.


• Ensures data is no longer preserved unnecessarily, reducing storage costs and risks.


• Compliance and Security:


• Ensures adherence to regulations like GDPR, HIPAA, or industry-specific standards.


• Provides role-based access control and encryption to protect sensitive data.

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Benefits of Legal Hold Automation Software

• Efficiency: Reduces manual effort and time spent on issuing and tracking legal holds.


• Accuracy: Minimizes human error in identifying custodians, preserving data, or documenting actions.


• Cost Savings: Lowers the cost of compliance by reducing labor and mitigating risks of penalties.


• Risk Mitigation: Prevents spoliation of evidence and ensures defensible preservation processes.


• Scalability: Easily handles multiple legal holds for large organizations or complex litigation matters.

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Popular Legal Hold Automation Software

Here are some widely used legal hold automation tools, often integrated within broader eDiscovery or compliance platforms:

• Relativity Legal Hold:


• Part of the Relativity eDiscovery platform, it offers robust legal hold management with automated notifications, custodian tracking, and integration with RelativityOne for data preservation.


• Ideal for law firms and corporations with complex litigation needs.


• Exterro Legal Hold:


• A standalone legal hold solution with features like automated workflows, custodian portals, and compliance reporting.


• Integrates with Exterro’s broader eDiscovery and data privacy tools.


• ZDiscovery (by Zapproved):


• Focuses on legal hold and eDiscovery management with user-friendly interfaces for small to mid-sized organizations.


• Offers automated notifications, custodian tracking, and defensible preservation processes.


• Onit Legal Hold:


• A cloud-based solution for legal hold management with customizable workflows and reporting.


• Often used by corporate legal teams for matter management and compliance.


• Logikcull:


• While primarily an eDiscovery platform, Logikcull includes legal hold automation features for issuing holds and preserving data in place.


• Suitable for organizations seeking an all-in-one eDiscovery solution.


• Everlaw Legal Hold:


• Part of the Everlaw eDiscovery platform, it provides legal hold management with easy-to-use custodian communication tools and audit trails.


• Great for collaborative legal teams.


• Microsoft Purview (formerly Microsoft 365 Compliance):


• Offers legal hold capabilities within Microsoft 365 for preserving data in mailboxes, OneDrive, and SharePoint.


• Best for organizations already using the Microsoft ecosystem.

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How to Choose the Right Legal Hold Software

When selecting legal hold automation software, consider the following factors:

• Organization Size: Smaller firms may need simpler tools, while large enterprises require scalable solutions with integrations.


• Integration Needs: Ensure compatibility with existing eDiscovery tools, email systems, and data storage platforms.


• Budget: Some tools are standalone, while others are part of broader eDiscovery suites, affecting cost.


• Compliance Requirements: Verify that the software meets industry-specific regulations and data privacy laws.


• User Experience: Look for intuitive interfaces and good customer support to minimize training time.


• Audit and Reporting: Ensure the software provides detailed logs and reports for defensibility in court.

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Challenges and Considerations

• Data Privacy: Ensure the software complies with data protection laws, especially if custodians are in multiple jurisdictions (e.g., GDPR in Europe).


• Adoption: Employees and custodians may resist or fail to acknowledge holds, requiring effective communication and training.


• Over-Preservation: Automating holds without proper scoping can lead to unnecessary data retention, increasing storage costs and risks.


• Vendor Lock-In: Some tools are part of larger platforms, which may limit flexibility if you switch providers.

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Conclusion

Legal hold automation software is an essential tool for organizations looking to manage litigation and compliance risks effectively. By automating notifications, preservation, and tracking, these tools save time, reduce errors, and ensure defensibility in legal matters. When selecting a solution, evaluate your organization’s needs, budget, and existing tech stack to find the best fit. Popular options like Relativity, Exterro, and ZDiscovery are excellent starting points, depending on the scale and complexity of your legal hold requirements.

If you have a specific use case or need recommendations tailored to your organization, feel free to provide more details!