G Professional Collaboration Engineer Practice Exam

What steps should you take to ensure email data from a terminated user remains protected during an investigation?

1. Cancel the user's license without further action.

2. Extend the legal hold on the user's email data and assign an Archive User license.

3. Transfer all files to another account without notifying HR.

4. Delete the account immediately after termination.

The correct answer is: Extend the legal hold on the user's email data and assign an Archive User license.

To ensure email data from a terminated user remains protected during an investigation, extending the legal hold on the user's email data and assigning an Archive User license is crucial. This action serves multiple purposes: 1. **Legal Compliance**: A legal hold ensures that the data is preserved in compliance with any investigations or litigation processes. It prevents the automatic deletion of emails and other data that could be relevant in legal contexts. 2. **Data Preservation**: By assigning an Archive User license, you ensure that the email data is not only preserved but also accessible for review. This is important for investigations where accessing past communications may provide critical context or evidence. 3. **Preventing Data Loss**: Simply canceling the license without any further steps, or deleting the account immediately, risks the potential loss of important data that may be needed during an investigation. This approach effectively balances the need for data protection with compliance and accessibility, ensuring that critical information remains available while still safeguarding it against unauthorized access or loss during the transition period following termination.