What is a Data Hold
Robust records retention strategies help eliminate legal risks in collaboration data and reduce liabilities for the business. Leverage Aware's Data Hold to preserve individuals’ collaboration data from spoliation—including conversation context, edits and deletions. Aware's Data Hold component allows you to override automatic retention policies and manual deletions to preserve an individual’s data for legal or business reasons. The scope of a data hold includes data authored by an identified individual that comes from one or more platforms that you specify, and remains in effect indefinitely until the hold is released. You can have multiple data holds in effect concurrently for the same individual. When this happens, you manage the holds independently, and cannot delete any of the individual’s data until all holds on it are released. You can have as many active holds, for as many individuals, as you need.
Reminder! Data Holds are only applicable if you have an active Retention Policy in your Aware environment
Active vs. Inactive Data Holds
A data hold has two states: active and inactive. A hold becomes active as soon as you create it. When it’s active, the individual’s data cannot be deleted. When you release a hold, it becomes inactive, and the individual’s data can be deleted again.
For more information check out Create a Data Hold.
How Data Hold Affects Retention and User Data Removal
When a data hold is in place, an individual’s data cannot be deleted manually using the User Data Removal component, automatically through existing and future Retention Policies. The hold applies to all of the individual’s existing and new data. To automatically or manually delete data you must release the hold.
People Set Data Hold
**Reminder: If you are going to implement a Data Hold with an AAD group, please reach out to the Aware Customer Success Team to confirm implementation was successful.
Azure Active Directory (AAD) allows users to create a data hold on a specific people set. A People Set Data Hold will hold all data from content authors who are apart of the AAD group and additional content authors added to this group will automatically be included in the hold. Aware will continuously check this group for an up-to-date list of content authors.
Keep in mind that If a user is added to a AAD Group they are automatically added to the Data Hold. If a user is removed from the AAD Group they will NOT BE automatically removed the Data Hold. You must remove the entire AAD people set from the hold to do so.
If you are interested in learning about our Data Hold API check it out today!