Do you find it frustrating to search through your electronically stored data? You are not alone. Large legal firms and companies that employ legal teams face the daunting task of going through their servers, email accounts and cloud databases to find information that could make or break a legal case. The difficulty of finding the right data amid a large electronic information collection is why many businesses turn to eDiscovery search tools.
The Challenges of Enterprise Data Management
Businesses continue to accumulate information at an increasing rate. One estimate has determined that every enterprise will manage an average 498 TB of cloud data by the end of 2022. Some companies host data in multiple clouds, but this can create inefficiency and disorganization if multiple work teams service each cloud. Also, enterprises are opening more locations in different countries, but not all of them can procure company data with equal capacity.
Enterprises need search tools that can reach multiple storage platforms and identify desired data. If you access Microsoft’s Purview compliance center, you will find three electronic discovery solutions. They consist of the Content Search tool and the Core and Advanced eDiscovery search tools. Enterprises that need to analyze legal information should understand how these search functions differ from each other.
The Features of Content Search
The Content Search tool is available on the Office 365, the Microsoft 365 E1 and higher licenses. Accessing Content Search permits you to look for stored data across platforms such as OneDrive, Yammer, Groups, and SharePoint. Content Search can also analyze the messaging conversations stored in Skype for Business.
An administrator can build a search by creating a name and description for the search. Given the quantity of data and number of platforms owned by your business, you should narrow down the search as much as possible. Through a Content Search, a user may do the following:
- Search queries
- Select certain devices and platforms for the search
- Include keywords or conditions to search for keywords
- Use an ID list
Once you have reviewed the search, you can use the “Submit” feature. If the results are satisfactory, you may export them in .csv format or compress them into a .zip file. Using the “Edit Search” function can refine the search. You can edit or add keywords or change the data storage locations before running the search again. Another option is to click “+New Search” if you want to start a new search.
The Features of eDiscovery
When you use the eDiscovery search tool, you can run Core or Advanced searches. Each function requires a different license. The Microsoft 365 E3 license activates the core tool, while the E5 license lets users operate the advanced search tool. Users can search platforms such as SharePoint sites, Exchange emails and Microsoft Groups. You may also search in locations placed on hold.
Running an eDiscovery search is similar to a Content Search. After clicking “+New Search,” you may create a name and description of the search if you wish. From there, you can target your search to give you the best chance of locating your data. You may use or combine some or all of the following search criteria:
- Target search by user
- Target search by groups or teams
- Target by OneDrive accounts
- Search sites like Office 365 groups or a Microsoft Team
Once you have set your search locations, you can input one or more keywords, or create conditions for eDiscovery to find your chosen keyword. Clicking on “Next” will yield results. As with Content Search, you have options to edit your search, run it again, or export the results into .zip and .csv formats.
Administrative Tools Offered by eDiscovery
If your goals are simply to find data and export the search results, Content Search may be enough for you. However, if your enterprise depends on extracting information for court cases, your company should have a tool with more advanced search features. Fortunately, the eDiscovery search tool provides administrative and legal features not included with Content Search. These features allow for more precise searches as well as greater security.
Using either the Core or Advanced cases allows you to create holds to preserve data from manipulation or destruction. The Advanced tool goes even further, permitting users to add custodians, which can consist of one or more people who will search for information. Advanced search also lets users tag data for future reference. Additionally, users may communicate with custodians through notification workflows.
Your company should also avoid legal or ethical risks when analyzing and discovering legal data. Areas of law such as the Federal Rules of Civil Procedure dictate how companies must conduct electronic discovery. Since the eDiscovery search tools in Office 365 follow the requirements of the FRCP, enterprises may find protection from possible legal violations.
Set Up Your Enterprise With Cloudficient Solutions
It matters which search tool you use to manage your company data, especially when the search results could have legal ramifications. Given the challenges of managing large amounts of electronic information, it is easy for crucial data to remain lost in storage. Fortunately, partnering with experienced data professionals can bring efficiency to your data management.
Cloudficient helps companies retire their older systems in favor of efficient data storage in the cloud. Contact us to see how we can bring your enterprise into the modern age of the cloud.
With unmatched next generation migration technology, Cloudficient is revolutionizing the way businesses retire legacy systems and transform their organization into the cloud. Our business constantly remains focused on client needs and creating product offerings that match them. We provide affordable services that are scalable, fast and seamless.
If you would like to learn more about how to bring Cloudficiency to your migration project, visit our website, or contact us.