When Good Reminders Go Bad: Serial Custodians and Frequent Legal Hold Notices
Today's blog comes from Alan Marks. Alan is SVP of Product for BIA.
There are often folks within an organization who, either because of their level (think C-levels) or their function (think ITSec) are frequently (or even constantly) on hold for multiple matters. We call them "serial custodians."
For these people, sending automated legal hold reminders every month or quarter can be overkill, as the emails can just become background noise. So, while using TotalDiscovery's ability to automatically remind individuals subject to legal hold on a regular basis is generally viewed as a great practice, what to do about these serial custodians?
TotalDiscovery has an answer, of course! Simply turn on the Consolidated Reminder Option that we introduced last February. Once set, this option will check to see if there is more than one reminder to send, and if so, will send a consolidated reminder.
Here's what one looks like:
You'll notice that it doesn't contain the hold notice language itself - this is to avoid really long emails. Instead it provides a link that allows the custodian to resend each particular item of interest. The consolidated email feature allows serial custodians to be reminded of holds while limiting the mail they receive from TotalDisovery.
So, how do you turn it on? Here's how you do it in a few quick steps:
1. Click the Companies button.
2. From the list of companies, click the Edit icon on the right side for the company you want to change.
3. In the dialog that appears, scroll down to the Consolidated Reminders box and select it.
4. Just click Submit at the bottom and you are done.