You is likely to be questioning, what precisely is a custodian portal? Why is it essential? And extra importantly, why must you care? Properly, a custodian portal is an extremely great tool to assist drive compliance charges for authorized holds and bolster your organization’s defensibility round ediscovery processes.
That is particularly useful to groups coping with numerous holds directly, the place doing any assist to make sure that custodians can handle their holds effectively will assist enhance compliance. Relying on their knowledge custodial duties and/or job operate, some custodians might have lots of of holds themselves, every of which comes with its personal discover and attachments. So for a lot of custodians, preserving observe of all of their authorized maintain obligations generally is a daunting job. Right here’s the place the custodian portal is available in.
For Starters, What Is a Custodian Portal?
A custodian portal is a self-serve instrument that reveals custodians a complete view of all of their authorized maintain obligations, together with the knowledge and dates of the entire authorized holds which have been issued to them, which holds they’ve already accepted, and which holds they’ve been launched from. Custodian portals drive up custodian maintain compliance by permitting custodians to just accept any and all delinquent holds proper from the portal, that means there’s no want for custodians to return and discover the unique maintain discover. By displaying which holds custodians have been launched from, custodian portals may also assist guarantee knowledge will not be preserved longer than is required, lowering danger and knowledge storage prices. The custodian portal is most frequently accessed via a hyperlink embedded within the authorized maintain discover e-mail.
Firms with Single Signal On (SSO) for workers may also present a common hyperlink that directs staff individually to their holds via the portal. Many firms select to incorporate this hyperlink on intranet websites or in e-mail signatures of these actively following up with maintain custodians.
Why is a Custodian Portal Vital for Legal Hold Software?
At Zapproved, we construct ediscovery software program that’s simple to make use of and straightforward to study, and makes our clients’ lives simpler. Inside the ediscovery course of authorized holds generally is a large headache for a lot of company authorized groups. Authorized groups know why the responsibility to protect proof is so essential and why defensibility is so essential, however different folks inside the group might not.
A custodian portal is a good way to simplify and streamline the method for custodians from throughout the corporate, particularly those that have been issued a number of authorized holds. By making the lives of your custodians just a bit bit simpler, whether or not it’s sending automated reminders or providing a custodian portal for elevated visibility, you are able to do wonders in your compliance charges and defensibility with the proper ediscovery software program.