Electronic Discovery is very often referred to as eDiscovery. This is the process of being able to identify and to deliver electronic information which will be used as evidence. The use of SharePoint Service 2013 offers the introduction of the eDiscovery Center. This is a site collection (SPSite) that allows a portal to be in place so that it is efficient to manage the eDiscovery cases.
This is a central location that allows for content to be used in the SharePoint farm, with Exchange Server 2013, and on file shares. It can also be used with other SharePoint farms. It is also possible to put a hold on the content that you discover. This allows you to copy it and subsequently save it. This means that other users can still work on it and access it. After you identify the specific elements you wish to deliver, they can be exported in a standard format.
With a new request within eDiscovery, you will create a case for it in the eDiscovery Center. The case will translate to a collaborative site that allows you to organize the information that related to a particular request. You will are able to:
- Search for content
- Put a hold on content
- Export content
- View the status of holds and exports for the case
There are two main components of the eDiscovery case:
- Sets Used to find content and then apply a hold
- Queries Used to find content and then export it
For each of the eDiscovery sets, there will be the following:
- Sources These are locations to be searched such as SharePoint Sites or Exchange mailboxes
- Filter This defines what you are searching for such as terms, date, or the name of a person
- In Place Hold Allows a hold to be placed on the sources that contain content and match the filter
For each of the e Discovery queries, there will be the following:
- Query Filters This defines what you are looking for such as terms, date, name, or stemming
- Sources These are locations to be searched such as eDiscovery sets or Exchange mailboxes
Each time you run a query, you will see the statistics that pertain to the items found. You can review those results and filter through them based on the message type or file type. Then you can export the results of the query. The content that is exported will be formatted according to the Electronic Data Reference Model, known as EDRM. This allows it to be imported into a review tool.
The following is an example of an export and what it includes:
- Documents – The versions of these documents can be exported from SharePoint 2013.
- Lists When a list item is located in the query results then the entire list can be exported as .csv.
- Pages All of the pages including blogs are exported at .mht files.
- Exchange Objects The items found here within an Exchange Server 2013 mailbox are exported as .pst file. They can include tasks, calendars, contacts, etc. The Lync conversations that are archived in Exchange can also be exported.
- Crawl Log Errors This is the XML manifest that provides an overview of what information has been exported.