G Professional Collaboration Engineer Practice Exam

Which steps should be taken to hold emails for specific users during a legal investigation?

1. Create a Matter and a Hold for Gmail using user accounts and search terms.

2. Create a Matter and a Hold for all organization emails.

3. Create a Hold exclusively for "Secret Project 123".

4. Create a Matter but skip applying Holds to individual accounts.

The correct answer is: Create a Matter and a Hold for Gmail using user accounts and search terms.

The choice to create a Matter and a Hold for Gmail using user accounts and specific search terms is the most effective approach to ensure that relevant information is preserved during a legal investigation. This method allows you to target specific users whose data may be pertinent to the case while also applying search terms to filter the emails that need to be held. Creating a Matter establishes a structured framework for managing the data related to the investigation, and applying a Hold specifically for selected user accounts ensures that their email data is preserved without being deleted or altered. Using search terms further enhances the precision of the data retention process, focusing only on the information that is relevant to the investigation, which is crucial for compliance and litigation readiness. By concentrating on specific users and relevant search terms rather than applying a broad hold to all organization emails, you can efficiently manage data and resources while reducing the risk of unnecessary data preservation, which can lead to higher storage costs and complications in managing large volumes of data.