This post ties in directly with the last one, regarding Holds.  As you know the concept of applying a hold is to suspend a record’s normal disposition because it may be part of an investigation or lawsuit. In the last post I demonstrated that applying a hold in SharePoint 2010 can be done in a matter of seconds, with just a few clicks of the mouse. The caveat here is that in this case, you already knew where the document in question was.

But what if you had no idea where the document was? And, more realistically, you had no idea if there were any other documents in your environment that were also pertinent that you might also need to apply the hold

A new feature of SharePoint 2010 is expanded native support for eDiscovery. Assuming you already have the “Holds and eDiscovery” feature enabled at the site level, you can navigate to the “Hold and eDiscovery” section in Site Settings, and click on “Discover and hold content.”

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This will take you to the Discover and Hold Content Page. Here you can enter in the site to search, and they keyword or keywords to query. You can opt to keep the discovered documents in place or copy them to a destination location. Lastly select the hold to apply.

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When you click on the “Preview Results” page, keep in mind that when you click “Add results to hold,” ALL of the documents and items listed there will have the hold applied to them. This may or may not fit your needs as an organization for the purposes of eDiscovery.

In many cases, a keyword search will not return a perfect set of results. While you may find many documents that need to be included in the hold, you will also likely return several documents that are unrelated but just happen to share some of the same keywords.  SharePoint 2010 does not allow you to pick and choose which of the documents in the query results to apply the hold.

Also eDiscovery searches in SharePoint do not allow for more advanced searches, such as all documents created by a particular user between a specific date range.

If you are looking to utilize eDiscovery as part of your SharePoint solution, seek input from your legal department to see if more advanced eDiscovery solutions may need to be purchased, such as AvePoint or Kazeon for SharePoint. These solutions allow more control in the eDiscovery process, and in the case of Kazeon, allow you to consolidate your eDiscovery efforts across other data stores in your organization, such as Exchange, Enterprise Vault, or even users’ laptops and desktops.

For more information on:

eDiscovery in SharePoint 2010: http://blogs.msdn.com/b/ecm/archive/2010/03/16/ediscovery-in-sharepoint-server-2010.aspx

Kazeon for SharePoint: http://kazeon.com/products2/sharepoint_manager.php

AvePoint eDiscovery: http://www.avepoint.com/sharepoint-ediscovery-docave/