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Add non-custodial data sources to an eDiscovery (Premium) case

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Tip

eDiscovery (preview) is now available in the new Microsoft Purview portal. To learn more about using the new eDiscovery experience, see Learn about eDiscovery (preview).

In Microsoft Purview eDiscovery (Premium) cases, it doesn't always meet your needs to associate a Microsoft 365 data source with a custodian in the case. But you may still need to associate that data with a case so that you can search it, add it to a review set, and analyze and review it.

Non-custodial data sources in eDiscovery (Premium) let you add data to a case without having to associate it to a custodian. It also applies the same eDiscovery (Premium) functionality to non-custodial data that's available for data associated with custodian. Two of the most useful things that you can apply to non-custodial data is placing it on hold and processing it using Advanced indexing.

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If you're not an E5 customer, use the 90-day Microsoft Purview solutions trial to explore how additional Purview capabilities can help your organization manage data security and compliance needs. Start now at the Microsoft Purview compliance portal trials hub. Learn details about signing up and trial terms.

Add a non-custodial data source

Note

For a limited time, this classic eDiscovery experience is also available in the new Microsoft Purview portal. Enable Compliance portal classic eDiscovery experience in eDiscovery (preview) experience settings to display the classic experience in the new Microsoft Purview portal.

Complete the following steps to add and manage non-custodial data sources in an eDiscovery (Premium) case.

  1. In the Microsoft Purview compliance portal, select eDiscovery > Premium.

  2. Select the Cases tab and select the case that you want to add the data to.

  3. Select the Data sources tab and then select Add data source > Add data locations.

  4. On the New non-custodial data locations flyout page, choose the data sources that you want to add to the case. Select one or more of the following data source locations:

    • SharePoint: Expand this section and select Edit to add SharePoint sites. Complete the following steps to add sites and configure holds:

      1. Select a site in the list or you can search for a site by typing the URL of the site in the search bar. Select the sites that you want to add as non-custodian data sources and select Add.
      2. After you add non-custodial data sources, you can place those locations on hold or not. Select or unselect the Hold checkbox next to the data source to place it on hold.
      3. Select Add at the bottom of the New non-custodial data locations flyout page to add the data sources to the case.

    • Exchange: Expand this section and select Edit to add one or more Exchange mailboxes. Complete the following steps to add mailboxes and configure holds:

      1. Type a name or alias (a minimum of three characters) in the search box for mailboxes or distribution groups. Select the mailboxes that you want to add as non-custodian data sources and select Add.
      2. After you add non-custodial data sources, you can place those locations on hold or not. Select or unselect the Hold checkbox next to the data source to place it on hold.
      3. Select Add at the bottom of the New non-custodial data locations flyout page to add the data sources to the case.

      Note

      You can use the SharePoint and Exchange sections to add sites and mailboxes associated with a Team or Viva Engage group as non-custodial data sources. You have to separately add the mailbox and site associated with a Team or Viva Engage group.

      Also, adding a root site URL (such as https://contoso-my.sharepoint.com/personal/ or https://contoso-my.sharepoint.com/) as a SharePoint data source isn't supported. You have to add specific sites.

    • Teams: Expand this section and select Add Teams locations to add one or more Microsoft Teams channels. Complete the following steps to add channels and configure holds:

      1. On the Channels page, enter a team name and select from the channels associated with the team. You can add up to 10 teams at one time and all the associated private, standard, and shared channels. Select Next. This automatically selects the [storage locations] (/purview/ediscovery-teams-workflow#where-teams-content-is-stored) where the channel messages and files are stored.
      2. On the Configure holds page, select the locations associated with each Team and channel to place on a hold. Select Next.
      3. On the summary page, review the selected channel locations and hold configuration. Select Add channels to add the channels and configure holds.
      4. The Status page confirms if the locations were added successfully or if the location already exists in the case. Select Done.

Each non-custodial data source that you added is listed on the Data sources page. Non-custodial data sources are identified by the Data location value in the Source type column.

After you add non-custodial data sources to the case, a job named Reindexing non-custodial data is created and displayed on the Jobs tab of the case. After the job is created, the Advanced indexing process in initiated and the data sources are reindexed. For more information about managing holds, see Manage holds in eDiscovery (Premium).

Release a hold for non-custodial data sources

Note

For a limited time, this classic eDiscovery experience is also available in the new Microsoft Purview portal. Enable Compliance portal classic eDiscovery experience in eDiscovery (preview) experience settings to display the classic experience in the new Microsoft Purview portal.

After you place a hold on a non-custodial data source, a hold policy that contains the non-custodial data sources for the case is automatically created. When you place other non-custodial data sources on hold, they're added to this hold policy.

To release a hold on a non-custodial data source, complete the following steps:

  1. In the Microsoft Purview compliance portal, select eDiscovery > Premium.
  2. Select the Cases tab and select the case that you want to add the data to.
  3. Select the Data sources tab and the locations to release from hold.
  4. Select Release.
  5. Select Yes to release the hold for the location. Any holds placed on the data sources in other cases still apply.