Procedure documentationPutting Holds on Data for Legal Cases

 

The ILM component Legal Case Management enables you to put holds on stored data that needs to remain available for legal cases. You can use E-Discovery to determine the relevant documents. By executing the relevant programs, you apply the holds to the stored data.

Caution Caution

The holds prevent the deletion and destruction of data in the ILM store. However, you cannot prevent the deletion of data from the database of the application system.

End of the caution.
Application Area of the Holds

In a live application system, you can apply legal holds to the following data categories:

  • BOR objects from the ILM store and the database

  • ArchiveLink documents

    • Attachments that are linked to BOR objects (automatic hold using BOR objects)

    • Documents that are not linked to a BOR object

    • Print Lists

Case Management

ILM Legal Case Management uses the functions of the Case Management component, for example, creating and finding legal cases.

Prerequisites

Procedure

1. Create a Legal Case

  1. In the ILM Retention Management Cockpit for administrators, choose Start of the navigation path Legal Cases Next navigation step Case Management End of the navigation path.

    In the system, you can also use transaction SCASE to call the function.

  2. Choose Start of the navigation path Legal Case Management Next navigation step Cases Next navigation step Legal Case End of the navigation path.

  3. Create the header data for the legal case.

    Note Note

    You use the priority and the status of a legal case as selection criteria.

    End of the note.

  4. Save the legal case.

2. Define Legal Holds
a. Use E-Discovery to Determine Document Flow

  1. Open the legal case as follows:

    1. Choose Start of the navigation path Legal Case Management Next navigation step Cases Next navigation step Find Legal Case or Find Legal Case Using Technical Attributes End of the navigation path

    2. Enter the search criteria and choose Execute Search.

    3. Select a legal case (double-click)

  2. Select the object type for which you want to execute E-Discovery.

  3. Choose E-Discovery and enter the following data:

    • Program: Enter the name of the E-Discovery selection program.

    • Variant

    • Logical System

    • Postprocessing: Function Module for postprocessing; SAP supplies the function module SLH_DRF_EDISCOVER for this purpose. It uses the corresponding E-Discovery report to determine all linked BOR objects.

  4. Save your entry.

  5. On the selection screen for E-Discovery, enter the search criteria and select Execute.

  6. To start postprocessing, select Execute from the list of results.

b. Assign Legal Holds to Legal Cases

  1. To assign the data, which is to have a legal hold put on it, to a legal case, choose Continue.

  2. Optional: Edit the list of locked BOR objects. You can add entries (Add Objects) or delete entries from the list (physical objects are not deleted).

  3. Save.

3. Apply Legal Holds to Data

If you have defined a legal hold for a BOR object that has not yet been archived and want to archive the BOR object at a later time, the system applies the hold in the ILM store at the time of the deletion run.

To apply the holds to archived BOR objects or ArchiveLink references (in the ILM store), regularly schedule the following programs in SAP background processing:

  • For BOR objects: ARC_LHM_PROPAGATE_LEGAL_HOLD

  • For references to ArchiveLink documents: ARLINK_LHM_PROPAGATE_LEGAL_HOLD

Note Note

You can also call up the programs mentioned above in the section on Legal Holds.

End of the note.
4. Remove Legal Holds

  1. Open the legal case as described above and switch on the change mode.

  2. To remove holds, use the following options as required:

    • To remove an object that has a hold on it from the list, select the line and choose Delete Selected Rows.

    • To delete the complete legal case with all holds, select Delete and confirm that this is what you want to do.

      Alternatively, you can set the status of the legal case to Editing Complete By doing so, the legal case continues to exist (without holds).