Issue, track, and enforce litigation hold notices across your organisation — ensuring relevant data is preserved and defensible deletion policies are paused on time.
When litigation is anticipated, organisations must preserve all potentially relevant documents and data. Without a structured process, hold notices are issued inconsistently, custodians ignore reminders, and routine data-deletion schedules destroy critical evidence — exposing the organisation to spoliation claims and adverse inferences.
Hold notices are sent via ad-hoc emails with no confirmation of receipt, leaving gaps in the preservation chain.
Employees forget or ignore hold obligations because there is no follow-up mechanism or escalation process.
Holds remain active long after matters close because no one tracks which holds are still necessary, increasing storage costs.
Purpose-built capabilities — not generic templates you have to work around.
Generate and distribute hold notices to custodians with a single action, capturing acknowledgement receipts automatically.
Monitor which custodians have acknowledged, which are overdue, and escalate non-responders to their line manager.
Automated reminder cycles ensure custodians reaffirm their preservation obligations at regular intervals.
When a matter concludes, release notices are issued and documented, allowing normal retention policies to resume.
When litigation is anticipated, the legal team creates a hold record linked to the matter and defines the custodian list.
Hold notices are generated from a template and distributed to all custodians, with acknowledgement tracking enabled.
Dashboards show acknowledgement status; automated reminders chase non-responders and escalate as needed.
Once the matter is resolved, release notices are issued and the hold is archived with a full audit trail.
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Yes. Hold notices are generated from configurable templates that can be tailored to different matter types, jurisdictions, or internal policies.
Each custodian receives a unique link to acknowledge the hold. SwiftCase records the timestamp of acknowledgement and flags any non-responders for escalation.
The legal team triggers a release workflow that notifies all custodians, documents the release decision, and archives the hold record with a complete audit trail.
SwiftCase can integrate with existing DMS platforms via API, ensuring hold notices and acknowledgement records are stored alongside relevant matter documents.
Automate litigation hold issuance, tracking, and release — book a demo to see how SwiftCase protects your organisation.
