Case Manager

Case Manager is used to identify custodian data protected by Commvault^® software and apply a legal hold to all items defined within the case. All custodian items managed by the case are 'locked' in storage until the custodian is removed from the case or the case is deleted. The items can be locked in place or copied to a separate physical location. Case Manager is designed to be a short to intermediate term legal hold until relevant items can be identified and preserved through export sets or legal hold sets.

Key points for using Case Manager:

• Cases are created and associated with a retention storage policy. Items can be held in place or moved to another storage policy.
• Custodians added to the case will have legal hold retention policies applied to all relevant items. Retention length is determined by the storage policy associated with the case.
• Additional custodians can be added to the case at any time.
• Preserved custodian data can be viewed and searched. Selected items can be moved to review sets for comments, tagging and to create a legal workflow process.
• Custodian data can be exported to a CAB file. This would create a separate copy of selected items that can be downloaded for data preservation, additional analysis outside of the search console, or to provide to opposing counsel.
• Custodian data can be copied to a legal hold set. This would create a separate copy of selected items from the case for long term archive.
• When custodians are removed from the case the legal hold will be released and files will age based on normal IT retention policies.
• When cases are deleted, all custodian files will be released from legal hold and the files will age based on normal IT retention policies.
• Information about deleted cases will remain in the system for auditing and reporting purposes.

Creating a Case Using Case Manager

Case Manager is a component of the Compliance Search interface. Cases, can be created, edited, and deleted.

Access Case Manager in the Compliance Search interface

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Overview of Case Manager Sections

To create a case, there are several categories where case criteria is entered:

• Basic details is used to enter the name, case number, and notes of the case. The setting to create a legal copy of data or preserve data in place is also entered in the basic details.
• Custodian data source is used to enter the names of case custodians. When typing in the name of a custodian, based on Active Directory membership, names matching the typed characters will appear for simplified selection of custodians. Custodian data sources including Email, desktop/laptops owned by the custodian, journal hold Email, and additional file servers can be added.
• Non custodian data source is used to add existing review sets to the case. It is important to note that review sets do not place a hold on data so including review set items in a case will lock down relevant items.
• Filter criteria provides keyword and metadata search criteria. It is important to note that only relevant items that meet filter criteria will be included in the case.
• Add reviewers allows the case to be shared with other reviewers.
• Schedule is used to set a schedule for item collection and preservation.
• Preview and save is used to review to ensure the case has been properly configured. Note that settings within the case can be modified after the case is created.

Case Manager sections view

Creating a new case

Custodian Data Sources

Custodians relevant to the case are added by clicking the plus button in the upper-right side of the case window. Begin typing the custodians name and domain users matching the typed characters are displayed to simplify custodian selection. Multiple custodians can be added using a comma to separate each name.

Adding Custodians to a case

Data sources define what source locations custodian data will be searched in. Custodian sources includes desktops and laptops owned by the custodian, Email messages, and journaled Email messages. Additionally, file servers can be included as a data source, but the data from this source is not tied to a specific custodian. When defining file server data sources, only items that meet the filter criteria are preserved as part of the case.

Adding data sources to a case

Non Custodian Data Source

Review sets are used to place selected items into a review where comments and tags can be added to items. Review sets do not preserve or modify retention on items. This means that normal retention rules still apply to the data. This can result in items in the review set being pruned from storage before a review is complete. Case Manager can be used to preserve items from a specific review set. It is important to note that when adding a review set to a case, all case criteria including custodians, content search criteria, and metadata search criteria are factored into which items are preserved within the review set. If all items need to be preserved, do not set any other search criteria in the case.

Adding a review set to a case

Filter Criteria

The filter criteria section is used to add content and metadata search criteria to the case. One or more fields can be added to determine specific search criteria within the case. Filter criteria applies to all custodian data sources, non-custodian data sources, and review sets.

Adding content and metadata filter criteria to case

Add Reviewers

A case can be shared with other reviewers by using the Add Reviewers section in Case Manager. One or more reviewers can be added by typing the name in the 'Type Reviewer name' field. A list of users matching the characters entered into the field are displayed to simplify the process. Multiple reviewers are displayed in the text field.

Sharing a case with other reviewers

Schedule

Creating a case defines what criteria is used to collect and preserve case items. The process of collecting the items must be scheduled. Schedules can be set to run daily or weekly at a specific time. If the case is configured to use a storage policy to physically copy items, each time the job runs, relevant items are physically copied to a separate storage location. This process can take some time depending on how many items match the search criteria. It is important to coordinate case schedules with Commvault administrators to determine the best schedule frequency and time to run Case Manager jobs.

Scheduling data collection for case