Lighthouse M365 User manual

TOP 5 M365 COMPLIANCE FEATURES

LEGAL SHOULD KNOW ABOUT

www.lighthouseglobal.com

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Microsoft + Lighthouse

Alliance

• Working relationship began 20 years ago

• Grew up together in eDiscovery

• Lighthouse is the leading Microsoft Compliance Partner

for Microsoft 365

• Lighthouse is Microsoft’s eDiscovery service provider

• Engaged in all major U.S. regions, the UK and EU;

working with 200+ corporations globally

• Key advisory positions include Partner Advisory Council

(PAC); GDPR partner program; Financial Services Consortium

• Relationships within the Security and Compliance

Product Group, O365 PAC, and CELA

• Strategic alignment between Microsoft and Lighthouse

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James Hart

Governance Risk Compliance Consultant, Global Advisory Services

• Microsoft 365 Certified: Security Administrator Associate

• Certified Information Privacy Professional – Europe (CIPP/E)

• Over 10 years of in-house and consultancy experience in the legal

technology services.

• Strong track record in supporting global corporations on high profile projects in the areas of Information Governance, Incident Response and EDiscovery.

• Former roles with Barclays PLC, developing their eDiscovery technology

and operations capabilities before moving onto Advisory Services.

Introduction

A quick introduction of M365

Top 5 Features for Legal

The accessibility of data

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• Adoption of cloud-based data is one of the most disruptive and significant trends to hit the information governance profession in the past 20 years

• Having data in the cloud (e.g. in M365) means you have the data in, effectively, one place and in, effectively, one searchable format

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Insider

Risk Management

Identify and remediate

critical insider risks

Protect and govern data

anywhere it lives

Information

Protection &

Governance

Quickly investigate and

respond with relevant data

Discover

& Respond

The availability of tools

Compliance Management Simplify and automate risk assessments

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• Insider Risk Management

• Communications Compliance

• Information Barriers

• Customer Lockbox

• Privileged Access Management

• Retention & Disposition

• Cloud DLP

• Communications DLP

• Rules-based auto classification

• Machine Learning auto

classification

• Records Management

• Customer Key

• Advance Message Encryption

• Advanced Audit

• Core eDiscovery

• Advanced eDiscovery

• Data Subject Access

Requests

Microsoft’s Investment in Compliance (Including GDPR)

Compliance Management

• Compliance Manager

• Compliance Score

• GDPR Dashboard

eDiscovery Reference Model

Center

of

Excellence

Typical Use cases

Litigation

DSAR

Compliance / HR investigation

Regulatory requests

Law Enforcement requests

Key Factors

M365 License Model (E3 vs. E5)

Processing, Analysis & Review capabilities or workflows

Manual vs Automated processes

Task ownership

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Introduction

A quick introduction of M365

Top 5 Features for Legal

1. In-Place Legal hold

When a reasonable expectation of litigation exists, organizations are required to preserve electronically stored information (ESI), including email that's relevant to the case. Also known as, in-place hold, or legal hold.

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Traditional eDiscovery and M365

Preservation

Compliance Tools

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Traditional eDiscovery and M365

Identification

Preservation

Collection

Core eDiscovery

Identification

Preservation

Collection

Processing

Analysis

Advanced eDiscovery

Review

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M365 In-Place Legal Hold

Create a

eDiscovery Case

Use Conditions/Filters

Select User Locations

(SharePoint/OneDrive/Exchange)

Create a

Legal Hold

Legal Holds – Litigation vs In-Place Holds

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Exchange Online

Mailbox

Message 6

Message 1

Message 2

Message 3

Message 4

Message 5

Litigation Hold

Applied in Exchange Admin Center

Applied on a Resource

Covers the entire resource

Holistic Approach

Legal Holds – Litigation vs In-Place Holds

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Exchange Online

Mailbox

Message 6

Message 1

Message 2

Message 3

Message 4

Message 5

In-Place Hold

Applied in Compliance

Center

Applied using Conditions

Covers a specific resource

Targeted Approach

Triggers litigation hold (500+

keywords)

Litigation Hold

Applied in Exchange Admin Center

Applied on a Resource

Covers the entire resource

Holistic Approach

2. In-Place Search

If your organization adheres to legal discovery

requirements (related to organizational policy, compliance, or lawsuits), In-Place eDiscovery in Microsoft Exchange Server and Exchange Online can help you perform discovery searches for relevant content within mailboxes.

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Content Search

Fast & Powerful

• Multi-threaded makes content searches built for scalability and speed.

• Includes key storage locations (Exchange, SharePoint &

OneDrive)

• Using powerful Keyword Query Language (KQL)

Preview

• Ability to sample the data found during the search

Export

• Ability to export the results for downstream analysis

• Provide a report of the results

No. of mailboxes

Speed

Average (Sec.)

100

30 seconds

0.3

1,000

45 seconds

0.045

10,000

4 minutes

0.024

25,000

10 minutes

0.024

50,000

20 minutes

0.024 100,000

25 minutes

0.015

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Content Search - Example

109,394

items

•John NEAR(5) Collins

99,209

items

•John NEAR(5) Collins

•Message kind: Email

43,334

items

•John NEAR(5) Collins

•Message kind: Email

•Date: 2020-07-25..2020-08-25

4,521 items

•John NEAR(5) Collins

•Message kind: Email

•Date: 2020-07-25..2020-08-25

•participants NOT [email protected]

528 items

•John NEAR(5) Collins

•Message kind: Email

•Date: 2020-07-25..2020-08-25

•participants NOT [email protected]

•Has Attachment: True

3. Advanced eDiscovery

With Advanced eDiscovery, you can better understand your data and reduce your eDiscovery costs. Advanced eDiscovery helps you analyze unstructured data, perform

more efficient document review, and make decisions to

reduce data for eDiscovery.

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Advanced eDiscovery

Information

Governance

Identification

(Search)

Preservation

and Collection

Processing

Review

Analysis

Production

Presentation

Core eDiscovery

Advanced eDiscovery

Identification, Preservation, Collection, Processing, Analysis, Review & Production

“Deep Indexing”

Boolean, Proximity, Wildcard,

date range, metadata

1. Create case

2. Assign

permissions

4. In-place hold on

entire source

or scoped

5. Conduct searches

7. Analytics

8. Review

and

production

Near duplicate detection

Themes

Email

threading

Redactions

Review

and

tagging

Production

Predictive

Coding

6. Processing

Export load

file

Natives

Analytic

values for

review

HTMLs

3. Add

custodians

and data

sources

Ingest external Data

Legal

hold

notice

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• Automatic data source mapping

• Simplified collection workflow

• Ability to sample/test keywords or collection scope prior to collection

• Filter by keywords, metadata, document types and dates

• Teams message thread reconstruction

• No movement or duplication of data (data remains in O365)

• Search can be run by HR/Legal/Privacy depending on Operating Model

Identification

Collection

Processing

Review

Analysis

Production

HR/Legal/Privacy

IT/Security

Request

Identification

of Data sources

M365 Data?

Acquire from

other location

M365

Content

Search

Add to

Review Set

Data

Processing

Analysis &

Review

Review, Tag,

Redact

Production

Disclosure

Non-Office 365

Data Import

Assessment /

Scoping

Advanced eDiscovery

• Can import non-Office 365 data sources to consolidate review

• Deduplication, Near duplication and Threading simplify and speed up the

review

• Optical Character Recognition (OCR) and Advanced indexing enables further filtering with search

• Web based review simplifies and speeds up the review.

• Document tagging enables granular document tracking and multi level

reviews.

• In-place redaction removes the need to manually export and redact documents

• Teams message threading improves the review by consolidating the full conversation into a single reviewable thread

• Full audit history of events.

• Automatic Attorney-Client Privilege detection

• Workflow can include QC prior to production

• Defensible production of documents in PDF or Native file formats.

DSAR Op Model

• Inefficient basic workflow

• Linear review (one document at a

time)

• Manual document tracking

• Slow document to document speeds

• Inconsistent approach

• Limited document management can

lead to duplication or spoliation of data within the organisation

• Reliance on 3rdParty tools (Adobe)

for redactions

• High risk of inaccurate productions

• Manual QC

• Time take to combine production

Typical DSAR

Advanced eDiscovery

• Requires up to date data mapping

• Can take time to contact SME’s

• Inconsistent approach

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• Undocumented / inconsistent approach

• No ECA or scoping leads to over collection

• Inconsistent approach

• Manual copy/paste processes

Advanced eDiscovery

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Analytics Tools

Tagging Panel

Document Viewer

File Metadata

Document List

Filters / Searches

Review Set Options

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Microsoft 365 Advanced eDiscovery

Preserve

• 2.5 TB data

• 36 People

• 70-200 sources

Scope

• 900 GB data

• 13 People

• 50 sources

Minimize

• 27 GB data

• 97%

reduction in volume

Analyse

• De-duplication: -

30%

• Threading: -25%

• Total further

reduction: -45%

Review

• Organized

• Prioritized

• Consistent

Average Microsoft Cases for 2016 - 2019

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4. Advanced Audit

The unified auditing functionality in Microsoft 365

provides organizations with visibility into many types of

audited activities across many different services in Microsoft 365. Advanced Audit helps organizations to conduct forensic and compliance investigations by increasing audit log retention required to conduct an investigation.