Using Zoho Cliq, an admin can retain data using policies, investigate by searching for specific data, hold this data, and export the data retained for compliance purposes.
Follow the below steps for eDiscovery and retaining data in Zoho Cliq:
Step 1: Navigate to the admin panel and select eDiscovery under Data Administration. Step 2: Select Retention Policy and click Enable Data Retention.
Here, you can set up your retention period and create custom retention policies.
Retention period:
Policies are set for retaining crucial data. If an admin wants to retain data for a particular period, they can set a retention period. All the data before that time will be removed.
You can choose the retention period in days, or select Retain forever, then click Save.
Note:
Custom retention policies:
Retention policies are created with the purpose of safeguarding crucial data while systematically eliminating specific information periodically. This approach not only guarantees the preservation of important information, but also facilitates periodically optimizing the storage. As an admin, you can create custom retention policies or view existing ones for your organization.
To create a custom retention policy:
Select "+ New Custom Policy. Enter a policy name of up to 50 characters.
Specify who the policy applies to: specific users, conversations, or the entire organization.
Set the conditions for the retention based on the following parameters from the drop-down options:
Parameters | Value |
Conversation type | All channels, Org channels, Org closed channels, Team channels, Team closed channels, Personal channels, External channels, Group chats, Bot chats, Threads and Direct chats |
Message contains | Specify keyword |
Message type | Text, attachment and link |
Before | Specify date |
After | Specify date |
Link contains | Specify value |
File type | PDF, JPG, PNG, and All |
Note: You can apply multiple conditions to refine the results.
Once the conditions are defined, you can click Preview to view results that meet your criteria, then select Create.
The policy will appear in the list with details like the name, owner, and the applicable scope.
Step 3: Start investigation on particular data.
You can start an investigation to search for and hold data relevant to legal proceedings or policies in the Investigation module.
Here, investigations are categorized as open, closed, or trashed. To start an investigation:
Click Create Investigation.
Provide a name and description for the investigation, then select Create.
The investigation will be listed as "Open," showing details such as the name, description, owner, and last updated date.
Click on a specific investigation to access the Search and Hold tabs.
Search:
Under Search," you can locate and retrieve electronically stored information (ESI) based on conditions applied. To create a search:
Click +Create Search.
Enter the search name.
Specify who it should apply to: specific users, conversations, or entire org.
Define search conditions and click Search.
To export a data corresponding to a search: Click the export icon next to the search. In the pop--up that appears, select security preferences (no protection, password protected, or password encrypted), choose the file format (JSON,XML, or PDF), and click Export. To delete a search, select the delete icon and in the confirm Delete.
Hold:
Under Hold, you can preserve all ESI data based on conditions applied. To create a hold:
Click +Create Hold.
Enter the hold name.
Specify who it should apply to: specific users, conversations, or entire org.
Define hold conditions and click Hold.
To export a hold: Click the export icon next to the hold. In the pop--up that appears, select the security preferences (no protection, password protected, or password encrypted), choose the file format (JSON,XML, or PDF), and click Export. To delete a hold, select the delete icon and in the confirm Delete.
Note:
You can change the state of the investigation to Open, Closed, or Trashed by hovering over it and selecting Closed, Reopen, or Restore.
Step 4: View all the holds created for e Discovery under Hold tab.
You can view all the holds created for investigation in the Hold module. Here, the Hold list is categorized based on organization or users. You can export your holds from here and also view exported holds list.