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Vault-Admins

VITA Vault for Administrators

Table of Contents
Legal Setup


Legal Setup

  • Access Vault
  • Edit retention rules
    • From the Vault homepage, click “Retention” from the menu at the left.
    • Vault has a default retention rule that applies to all messages.
      • Click “Modify default retention rule” to modify the default retention rule.

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        • Modify the default rule setting by reviewing the options and selecting yes or no.
        • Modify the length of retention coverage by entering a number of days or selecting Indefinitely.
        • Modify what should happen after retention coverag eexpires by reviewing the options and selecting an option for expunging the message.
          • A warning dialogue will appear if you select the option to “Expunge the message, EVEN IF it is presently in a user’s mailbox.” This means that a message will be deleted after the specified number of days, even if a user intended to keep that message.
        • Click “Save” to save the default retention rule.
      • Click “Add rule” to add a custom retention rule. If this retention rule has a longer length of retention coverage, it will override the default retention rule.

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        • Select the organizational unit this rule should apply to from the dropdown or leave it as is to apply to the whole domain.
        • Enter any conditions that must be met for a message to be covered by a retention rule. 
          • For an explanation of search operators that can be used in the terms field, see this help document.
        • Enter a length of retention coverage for this retention rule or select “Indefinitely.”
        • Click “Preview” to see a preview of the emails that will be covered by this retention rule.
        • Click “Save” to save the retention rule.

  • Create a matter
    • A matter is a container for all of the data related to a specific topic, such as a litigation case or investigation (see support topic). A matter includes:
      • Saved search queries
      • A list of accounts with data on litigation hold associated with the matter
      • A list of the accounts that can access the matter
      • Export sets for the matter
      • An audit trail for the matter

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    • The Vault home page shows a list of existing matters.
    • Click the “Create” button to create a new matter.
      • Give the matter a name and a description.
      • Click “Create new matter.”

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  • Add collaborators to a matter
    • From the Vault homepage, click on a matter to which you would like to add a collaborator.

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    • Click “Share” in the upper right corner.
    • Type the email addresses of the users you want to add in the “Add people:” field. The user must be set up as a Vault admin before being added as a collaborator.
    • Select whether to send email notifications.

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    • Click “Save and close.”

  • Create a hold
    • A hold allows you to preserve messages in Vault indefinitely to meet legal or preservation obligations (see support topic).
    • Open the matter that will contain the hold by clicking on it from the Vault home page.
    • Click the “Create Hold” button.
      • Enter a unique name for the hold.
      • Select Accounts and enter the accounts that are subject to this hold.
      • In the “Terms:” box, enter the search terms for the items you would like to hold.
        • You can use search operators to narrow down the items in your search. Some common search operators include:
          • To and From to search messages sent to or received from a particular email address (to:john.doe@domain.com, from:jane.doe@domain.com)
          • The “Has” search operator is useful for searching for emails that have an attachment (has:attachment).
          • After and Before allow you to search for a specific date range (after:2004/04/16 before:2004/04/18)
          • See the full list of search operators at this help article.
        • Check the box to exclude drafts.

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        • Click “Save.”


  • Search for the items in the label
    • A search allows you to view the email and chat messages in a user’s account.
    • Open the matter that will contain the search by clicking on it from the Vault home page.
    • Click “Search” on the left menu.
      • Searching for email
        • Make sure “Mail” is selected next to “Type:”.
        • Enter the user’s account in the “Accounts:” field.
        • In the “Terms:” box, enter the search term for the email items you would like to search for.
            • You can use search operators to narrow down the items in your search. Some common search operators include:
            • To and From to search messages sent to
            • or received from a particular email address (to:john.doe@domain.com, from:jane.doe@domain.com)
            • The “Has” search operator is useful for searching for emails that have an attachment (has:attachment).
            • After and Before allow you to search for a specific date range (after:2004/04/16 before:2004/04/18)
            • See the full list of search operators at this help article.
          • Check the box to exclude drafts.
          • Click the “Search” button.

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  • Save and export the search
    • To save this specific query, click “Save query” and give the query a name.
      • From now on, this query can be run by selecting it under the Search dropdown on the left menu.

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    • To export this query, click “Export results” and give the export a name. Exports will be available for 15 days. (Results obfuscated in the screenshot below).

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      • Once the export is complete, a green checkmark will appear to the left and details about the export will appear, including count, size, and export date.

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      • Click “View completed files”. The completed files include a zip file containing the mbox file of the emails or file included, an xml file containing just the metadata of the emails or files included, a csv file containing the number of items, and the file checksums.
    • To evaluate the files, download the zip file and extract to a folder on your hard drive.
      • Email exports are saved as mbox files. A mbox file can be viewed using a text editor or an email client like Mozilla Thunderbird.
      • Drive exports are converted to MS Office format and can be opened using any program compatible with MS Office.


  • Audit Vault user activity
    • From the Vault homepage, click the dropdown for “Reports” and click “Audit.”

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    • Enter a date range with a start and end date.
    • Select specific Vault users by typing their names into the field.
    • Begin typing a name and it should auto-populate the field.
    • Select the specific action types to audit.
    • Click “Download CSV.”

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    • Open the CSV in a text editor or a spreadsheet application to view the contents of the audit.