How It Works

Legal Hold Pro is the fastest and simplest way to manage the legal hold notification and compliance process. The on-demand service streamlines the practice of issuing legal holds and reduces exposure via an automated and defensible process.

Now that the legal hold process is codified as part of the Federal Rules of Civil Procedure, managing compliance effectively and efficiently is critical. Using Legal Hold Pro is the secure method for implementing a defensible way to communicate with custodians.

How Legal Hold Pro Works

1. Signing Up – Takes less than a minute

• Click “Start Now” and enter your account information.
• You will receive an email confirmation to open your account.
• Add payment information for monthly billing on a pay-as-you-go basis that minimizes costs.
• Visit “My Settings” and enter pertinent information and upload your logo.
• Upload your custodian contacts manually or from Outlook.

2. Starting a Legal Hold

• Click “Initiate Hold” and a new hold form will open.
• Enter the custodians to receive the hold, and copy observers.
• Choose or enter the pertinent Matter name. (Note: Your billings are based on this information.)
• Set a due date for custodians to respond by.
• Type or paste the contents of the legal hold notice.
• Attach any additional documents.

3. Notifying Custodians

• Click on “Send Hold” button.
• Custodians will receive a formatted email telling them their action is required.
• By clicking on the embedded “I Accept” or “Contact Me” buttons, custodians will acknowledge receipt of the legal hold.
• You can send a manual reminder and Legal Hold Pro will send automatic notices as the due date approaches.

4. Managing Compliance

• The Legal Hold Center will display the current status of all outstanding legal holds.
• The system tracks interactions with custodians by keeping records of conversations.
• Add notes as needed to track custodial interviews.

5. Reissuing the Legal Hold

• Observe best practices by sending periodic reminders which take only a moment to ready and distribute.
• Update a legal hold by opening an existing hold, editing the information as needed and re-sending. All versions will be tracked by the system.

6. Producing an Audit Trail

• Since all the information is saved in a single system, an audit trail can be prepared rapidly as a printed document or forwarded in an email.
• When the legal hold is no longer necessary, the record will be archived securely by Legal Hold Pro.