Legal Hold

Strato Document Management allows setting validity periods and rules for documents, which are active by default. These rules enable automatic deletion or archiving based on company requirements. However, the Legal Hold feature ensures documents needed for legal or litigation purposes are retained despite these rules.

Requirements

Depending on which version of Strato you are using, certain items on the Upgrade Center must be installed or uninstalled before you can manage Legal Hold on other users.

• For Strato V1, the New Design - People Hub and the New Feature - Authorization Framework Integration with People Hub must be uninstalled.
• For Strato V2, the New Design - People Hub and the New Feature - Authorization Framework Integration with People Hub must be installed.

Your permissions and Policies determine if you can manage Legal Hold. Contact your Strato administrator if you need assistance with these permissions.

Functionality and Use Case

The Legal Hold functionality is used for cases where employees may have some litigation concerns during or after separating from the company.

Employee documents that may be required for the litigation process, such as employee contracts, should be put on a Legal Hold status even after the employees have already left the organization. For example, documents of terminated employees who filed a legal case with the labor union can be put on Legal Hold.

Applying the Legal Hold status to a user protects the user’s documents to be deleted or archived despite its applied validity rules. When the concern is resolved or no longer applies, the Legal Hold status can also be removed, allowing those documents to once again follow normal retention and archival processes.