Migrate legacy eDiscovery searches and holds to the compliance portal
The Microsoft Purview compliance portal provides an improved experience for eDiscovery usage, including: higher reliability, better performance, and many features tailored to eDiscovery workflows including cases to organize your content by matter, review sets to review content and analytics to help cull data for review such as near-duplicate grouping, email threading, themes analysis, and predictive coding.
To help customers take advantage of the new and improved functionality, this article provides basic guidance on how to migrate In-Place eDiscovery searches and holds from the Exchange admin center to the compliance portal.
Because there are many different scenarios, this article provides general guidance to transition searches and holds to a eDiscovery (Standard) case in the compliance portal. Using eDiscovery cases aren't always required, but they add an extra layer of security by letting you assign permissions to control who has access to the eDiscovery cases in your organization.
If you're not an E5 customer, you can try all the premium features in Microsoft Purview for free. Use the 90-day Purview solutions trial to explore how robust 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.
Before you begin
You need to install the Exchange Online PowerShell module. For instructions, see Install and maintain the Exchange Online PowerShell module.
You have to be a member of the eDiscovery Manager role group in the compliance portal to run the PowerShell commands described in this article. You also have to be a member of the Discovery Management role group in the Exchange admin center.
This article provides guidance on how to create an eDiscovery hold. The hold policy will be applied to mailboxes through an asynchronous process. When creating an eDiscovery hold, you must create both a CaseHoldPolicy and CaseHoldRule, otherwise the hold will not be created and content locations will not be placed on hold.
Step 1: Connect to Exchange Online PowerShell and Security & Compliance PowerShell
The first step is to connect to Exchange Online PowerShell and Security & Compliance PowerShell in the same PowerShell window. You can copy the following commands, paste them into a PowerShell window and then run them. You'll be prompted for credentials.
Connect-IPPSSession Connect-ExchangeOnline -UseRPSSession
Step 2: Get a list of In-Place eDiscovery searches by using Get-MailboxSearch
After you've conected, you can get a list of In-Place eDiscovery searches by running the Get-MailboxSearch cmdlet. Copy and paste the following command into the PowerShell window and then run it.
A list of searches will be listed with their names and the status of any In-Place Holds.
The cmdlet output will be similar to the following:
Step 3: Get information about the In-Place eDiscovery searches and In-Place Holds you want to migrate
Again you will use the Get-MailboxSearch cmdlet, but this time to get the properties of the search. You can store these properties in a variable for use later. The following example stores the results of the Get-MailboxSearch cmdlet in a variable and then displays the properties of the search.
$search = Get-MailboxSearch -Identity "Search 1"
$search | Format-List
The output of these two commands will be similar to the following:
The duration of the In-Place Hold in this example is indefinite (ItemHoldPeriod: Unlimited). This is typical for eDiscovery and legal investigation scenarios. If the hold duration has is different value than indefinite, the reason is likely because the hold is being used to retain content in a retention scenario. Instead of using the eDiscovery cmdlets in Security & Compliance PowerShell for retention scenarios, we recommend that you use New-RetentionCompliancePolicy and New-RetentionComplianceRule to retain content. The result of using these cmdlets will be similar to using New-CaseHoldPolicy and New-CaseHoldRule, but you'll able to specify a retention period and a retention action, such as deleting content after the retention period expires. Also, using the retention cmdlets don't require you to associate the retention holds with an eDiscovery case.
Step 4: Create a case in the Microsoft Purview compliance portal
To create an eDiscovery hold, you have to create an eDiscovery case to associate the hold with. The following example creates an eDiscovery case using a name of your choice. We will store the properties of the new case in a variable for use later. You can view those properties by running the
$case | FL command after you create the case.
$case = New-ComplianceCase -Name "[Case name of your choice]"
Step 5: Create the eDiscovery hold
After the case is created, you can create the hold and associate it with the case that you created in the previous step. It's important to remember that you must create both a case hold policy and a case hold rule. If the case hold rule isn't created after you created case hold policy, the eDiscovery hold will not be created and any content won't be placed on hold.
Run the following commands to re-create the eDiscovery hold that you want to migrate. These examples use the properties from In-Place Hold from Step 3 that you want to migrate. The first command creates a new case hold policy and saves the properties to a variable. The second command creates the corresponding case hold rule.
$policy = New-CaseHoldPolicy -Name $search.Name -Case $case.Identity -ExchangeLocation $search.SourceMailboxes
New-CaseHoldRule -Name $search.Name -Policy $policy.Identity
Step 6: Verify the eDiscovery hold
To make sure there were no issues in creating the hold, it's good to check that the hold distribution status is successful. Distribution means that the hold has been applied to all the content locations specified in the ExchangeLocation parameter in the previous step. To do this, you can run the Get-CaseHoldPolicy cmdlet. Because the properties saved to the $policy variable that you created in the previous step aren't automatically updated in the variable, you need to rerun the cmdlet to verify that distribution is successful. It can take between 5 minutes and 24 hours for case hold policies to be successfully distributed.
Run the following command to verify that the eDiscovery hold has been successfully distributed.
Get-CaseHoldPolicy -Identity $policy.Identity | Select name, DistributionStatus
The value of Success for the DistributionStatus property indicates the hold was successfully placed on the content locations. If the distribution is not yet complete, a value of Pending is displayed.
Step 7: Create the search
The last step is to re-create the search that you identified in Step 3 and associate it with the case. After you create the search, you can run it by using the Start-ComplianceSearch cmdlet or run at a later time.
New-ComplianceSearch -Name $search.Name -ExchangeLocation $search.SourceMailboxes -ContentMatchQuery $search.SearchQuery -Case $case.name
Step 8: Verify the case, hold, and search in the compliance portal
To make sure that everything is set up correctly, go to the compliance portal at https://compliance.microsoft.com, and select eDiscovery > Core.
The case that you created in Step 3 is listed on the eDiscovery (Standard) page. Open the case and then notice the hold that you created in Step 4 in listed on the Hold tab. You can select the hold to see details on the flyout page, including the number of mailboxes the hold is applied to and the distribution status.
The search that you created in Step 7 is listed on the Searches tab of the case.
If you migrate an In-Place eDiscovery search but don't associate it with an eDiscovery case, it will be listed on the Content search page in the compliance portal.
For more information about In-Place eDiscovery & Holds in the Exchange admin center, see:
For more information about the PowerShell cmdlets used in the article, see:
For more information about the compliance portal, see Overview of the Microsoft Purview compliance portal.