Simplifying data retention processes

Context overview

Onna as a eDiscovery platform wanted to offer an integrated legal hold solution that allows the user to create holds ease and quick.

Till that moment, the only option we were able to offer was to sync the data to preserve and create a preservation on it to make sure there was a source of truth in case the data was removed in the origin connector.

Task

Create a new feature that allows the user to create holds directly on the origin connector without having to sync the data into Onna.

This feature would be used to identify content and preserve relevant data across multiple connectors at the same time. The user will only need to sync the data into the platform if a future investigation is needed.

Competitor analysis

I did an in-depth analysis of how competitors managed this type of functionality, what options they offered in the market and how we could differentiate ourselves in terms of functionality in addition to making the process faster and more accessible to all users.

User journey definition

Based on all the requirements received from the PM, I made a first user journey in which I identified all the key points that would allow to create the integration in a simple way for any type of user. In it I contemplated the whole E2E feature.

Ideation phase

Use cases identification

  • As a user I want to create / edit / delete a matter

  • As a user I want to be able to add custodians manually / using a CSV / HRMS tool

  • As a user I want to add a source hold

  • As a user I want to be able to configure automatic notifications

  • As a user I want to be able to send notifications

  • As a user I want to create notification templates

  • As a user I want to include silent custodians

  • As a user I want to format my notifications

  • As a user I want to be able to know when a custodian has acknowledged a hold notification

  • As a user I want to define my own SMTP

E2E workflow

It is a workflow that starts by creating a matter, adding all those custodians to which we want to block the content. Then, the most relevant part, making a connection to the API of the offered connectors and then selecting those custodians previously entered to put them on hold. Finally the custodians will be notified of the legal hold applied on them.

This functionality allows to control quickly and easily the status of all connectors and custodians.

Multiple releases

This was considered a large project that together with the PM we decided to implement in several releases. We had to keep in mind what the MVP was from the very beginning and how we would evolve the improvements to always be offering value that would solve our customers' needs and also be innovative enough to attract new ones.

Doing it this way also allowed us to observe and collect customer feedback and make small modifications when necessary if we saw that something was not working as expected.

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