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Procedure documentationSetting Legal Holds

 

SAP NetWeaver ILM offers you functions for creating and managing legal cases and for setting legal holds for the relevant data. You can use E-Discovery to determine the relevant documents. By executing the relevant programs, you apply the holds to the data. Data which has a hold placed on it for a legal case cannot be deleted or destroyed.

Note Note

It is possible to set legal holds in a live application system. The implementation of the function in a Retention Warehouse system (for the data of decommissioned systems) is planned.

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

  • BOR objects from the ILM store and system 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

Prerequisites

Procedure

1. Create a Legal Case

  1. In the ILM Cockpit, choose Start of the navigation path Legal Cases Next navigation step Set Legal Holds End of the navigation path.

  2. On the initial entry screen, choose Set Legal Holds Start of the navigation path Legal Case Next navigation step Create End of the navigation path.

  3. Enter the legal case attributes.

    Note Note

    You use the priority and the status of a legal case as selection criteria. Exception: The status Case Closed is the prerequisite for deleting a legal case.

    End of the note.

  4. Save the legal case.

  5. To return to the overview of all legal cases (initial entry screen), choose Start of the navigation path Goto Next navigation step Overview End of the navigation path.

    Note Note

    You can call each legal case from the overview to then change or display it.

    End of the note.
2. Define Legal Holds
a. Use E-Discovery to Determine Document Flow

  1. On the initial entry screen of the Set Legal Holds function, call up the legal case in change mode.

  2. Execute E-Discovery as follows:

    1. In the Data with a Legal Hold area, choose Start of the navigation path E-Discovery End of the navigation path.

    2. Start E-Discovery while specifying the selection program (make the selection from the list of all selection programs registered in Customizing).

  3. To determine the document flow using the Document Relationship Browser, choose Execute.

b. Assign Legal Holds to Legal Cases

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

    Note Note

    If you use the functions in a live application system, you can add individual BOR objects to the legal case data on which there is a hold.

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  2. Optional: Edit the list of locked BOR objects. You can delete entries from the list (physical objects are not deleted). Under Additional Functions (cog symbol), you can call the following options:

    • Display deleted entries (display the entries you have deleted from the list)

    • Display attachments to BOR objects (attachment connected to BOR objects are automatically included in the legal hold).

    • Display the E-Discovery history

  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 mentioned programs in the corresponding ILM Cockpit. Choose Start of the navigation path Legal Cases Next navigation step Apply Holds to Archive Files End of the navigation path or Start of the navigation path Legal Cases Next navigation step Apply Holds to ArchiveLink References End of the navigation path.

End of the note.
4. Remove Legal Holds

  1. Call up the legal case in change mode.

  2. Choose one of the following options:

    • If the legal case is still open and you want to remove the hold from a specific object, select the relevant entry from the list of locked data and choose the Delete Selected Rows pushbutton.

    • If the legal case has the status Case Closed and you want to delete it and all related holds, choose Start of the navigation path Legal Case Next navigation step Delete End of the navigation path.