Creating data requests

To create data requests for identification, preservation, preservation and collection, or deletion of data, complete these steps:

1. Click Matters and then click the matter that is to contain the data requests.
2. On the Data Requests page, click New Data Request.
   You can see that the Type displays the data request types, which are configured in the system settings. These are the data request types that are available for interactively created matters. Also irrespective of this setting, the type, release is available if the Enable release data requests is enabled in the system settings.
   If you want to apply the restrictions for the data request types of existing matters, perform the following process:

   • Create an import mapping for the matter with attribute, interactivelycreated of type, Boolean.
   • Update the matter with the value interactivelycreated=true for importing the CSV.

   Note: While creating or updating the matter by using Import CSV, setting interactivelycreated=false ensures that no restrictions are applied for data request types as specified in the system settings.
3. Complete the Create Data Request window, then click Create.
4. On the Request Information page, specify the information that helps the fulfillment team find the data that is identified, preserved, collected, or deleted.
5. On the Custodians page, add the custodians whose data is to be searched for.
   You can add people who exist in StoredIQ® for Legal, either by selecting them from the catalog or by adding them from a CSV file. To select people who belong to a specific department or who belonged to your company or a particular department at a specific time, you must first import the department hierarchy (target entity orgtreehistory), which includes a record of all changes to the hierarchy, and the employment history of the people (target entity personhistory). For more information, see Importing data by using the import API.

   If your system is configured to show the person history, you can look up a custodian's profile data and check, which details changed at which point in time. This information can help you make informed decisions about data requests, for example, to assess whether collection of a specific custodian's data requires more approvals.

   If data is to be searched of custodians who are not regular employees and therefore are not listed in the catalog, you can import these people into StoredIQ for Legal from a CSV file. They are then added to the catalog and can be used by all matters. For more information about this ad hoc import, see Planning for importing people into StoredIQ for Legal.

   An icon indicates if a custodian is already involved in a matter or has hold obligations. For more information, see Viewing a person's hold obligations and involvement in matters.

6. The client or the shared data can be added interactively from the User Interface (UI) or by importing the CSV file. To import from CSV, the following import mapping must be configured. For more information on import mapping, see Default mappings, mapping templates, and custom mappings.
   • datarequest_clients (Client)
   • datarequest_shareddata (Shared Data)
   The import mapping must have mapping defined for Identifier as described in Admin > Attributes page.
   
7. If the global information that you specified on the Request Information page does not fit all custodians, you can edit the information.
   You can change the priority, date ranges, and fulfillment instructions.

   If you add custodians from a CSV file, you can supply the custom information in the CSV file and skip this step. For more information, see Creating the mapping for overriding global information when adding custodians to a data request.

   Important: In the GUI, dates and date ranges are displayed according to the time zone of the browser that you use to work with StoredIQ for Legal. If users are working in different time zones, it can happen that they see different dates. In data requests, date ranges are key and are, therefore, shown independent of the browser time zone. The start date and the end date include the Coordinated Universal Time (UTC) offset, which reflects the time zone where the dates were set. The UTC offset considers Daylight Saving Time. For example, if a user who is located in Germany specifies a date range from 13 March 2017 through 2 June 2017, all StoredIQ for Legal users see a date range similar to the following one:
   2017/03/13 (UTC+01:00) - 2017/06/02 (UTC+2:00)
   1. In Edit Information page, you can override data source category when Enable to override data source category per custodian is enabled.
   2. You need to select the data source category in data request and click Save draft before overriding data source category per custodian. Only data source categories that are selected in the data request are available.
      If the Enable to override data source category per custodian option in System Settings for the data requests is not enabled, the data source categories are not displayed in the Edit Information page.
8. Before you click Submit, verify your information.
   While the request is in draft state, you can change the global and the custom information. After the request is submitted, you can change only specific global information and the custodian priority. For more information about built-in attributes that cannot be changed after the data request is submitted, see Nonmodifiable data request attributes.