Legal holds custodian management

Table of Contents

Introduction

In Everlaw, the recipients of legal hold notifications are known as data custodians or simply as custodians. Later, when documents from these custodians are uploaded to the database, these custodians will become regular Everlaw custodians that are stored in document metadata and searchable in the query builder. The process of linking custodians from legal holds to uploaded documents is covered in detail in the Connecting documents to legal holds section of the Using legal holds article.

Custodian information is stored on the Custodians tab of the Legal Holds page. You can add just the custodians to whom you plan to send legal holds, or you can upload entire directories and select the custodians that will receive hold notifications later.

To add custodians, click on the “Add custodians” button in the upper right, then select whether you want to add a single custodian or import many custodians from a CSV file.

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Adding single custodians

To add custodians one by one, fill out the side panel of custodian information that pops up, then click Add. The only required field for adding a custodian is the custodian’s email address, and all custodian email addresses must be unique. However, please note that if a custodian’s manager email field is not filled out, Everlaw will not be able to send automatic escalation notices to that custodian’s manager.

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Importing a CSV of custodians

If you want to add multiple custodians at once, you should add custodians by CSV. To do so, first download the CSV template provided on the CSV upload page.

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Once you’ve ensured that your CSV of user data is in the required format, upload your CSV to the page and follow the instructions in the wizard to map CSV column headers to custodian information. Everlaw will automatically detect the following columns in your CSV: name, email, phone number, address, company, role, manager name, manager email, employee status (whether the employee is currently employed by the company), employee start date, employee end date, and notes. Any other columns in your CSV will automatically be mapped to and stored in the Notes field. 

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In order to import, an included column must be mapped to the “Email” field. If your CSV includes a custodian whose email address already belongs to another custodian in the database, you’ll be taken to an “Overwrite settings” step. Here, you’ll need to select whether you want to overwrite existing custodians. You can also choose to overwrite values only if the new values aren’t blank.

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Viewing and editing custodian information

After upload, all custodians will be displayed in a table on the Custodians tab. Clicking on the custodian’s row in the table will bring up a side panel where users can view and edit custodian information. To edit custodian information, simply click on the field you want to edit and type in the new entry. This side panel also contains information about the legal holds in the database that the custodian is under.

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If custodians have not yet been added to any issued legal holds, you will also see a Delete button at the bottom of the custodian side panel. Click on this button to delete the custodian from the database.

To learn more about legal holds, including how to connect custodians to documents on the platform, visit the Using legal holds article.

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