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Legal Holds

A legal hold prevents specific files or records from being modified or deleted. Use legal holds during litigation, regulatory investigations, or any situation where data integrity must be guaranteed beyond the normal retention schedule.

Navigate to Platform Ops > Data Operations > Legal Holds. This feature requires PlatformAdmin access.

CoralLedger Comply supports two levels of hold:

Hold TypeApplies ToEffect
File-Level HoldUploaded files and attachmentsPrevents deletion or replacement of the specific file
Tombstone Record HoldSoft-deleted (tombstoned) recordsPrevents permanent removal of tombstoned records; the record remains restorable

On a File​

  1. Locate the file in the relevant transaction, return, or document list
  2. Click the ⋮ (more options) menu next to the file
  3. Select Place Legal Hold
  4. Enter the reason for the hold (required — e.g., "Active litigation — Case #2025-0412")
  5. Optionally enter an expected release date for reference
  6. Click Confirm

The file is immediately protected. A lock icon is displayed wherever the file appears.

On a Tombstone Record​

  1. Navigate to Platform Ops > Data Operations > Legal Holds > Tombstone Records
  2. Search for the record by ID, type, or date
  3. Select the record and click Place Hold
  4. Enter the reason and optional release date
  5. Click Confirm

When the legal matter is resolved, the hold must be explicitly released by an operator:

  1. Navigate to Platform Ops > Data Operations > Legal Holds
  2. Find the active hold in the Active Holds table
  3. Click Release Hold
  4. Enter the reason for releasing the hold (required)
  5. Click Confirm Release
warning

Releasing a hold allows the file or record to be subject to normal deletion and retention rules again. Ensure the legal or regulatory matter is fully resolved before releasing.

Hold State​

Legal holds are tracked with a boolean flag on each record:

StateMeaning
Held (true)Hold is in effect; the record or file is protected from deletion
Not held (false)No hold is active; normal retention and deletion rules apply

An optional Hold Until date can be recorded as a reference, but it does not release the hold on its own. The hold remains in effect until an operator explicitly releases it.

info

The Hold Until date is informational only. The hold is still enforced after that date and must be manually released.

Active Holds Table​

The active holds dashboard displays all current holds with:

  • Type — File or Tombstone Record
  • Subject — File name or record identifier
  • Held — Whether the hold is currently active
  • Placed By — Operator who placed the hold
  • Placed On — Date and time the hold was created
  • Reason — Reason provided when placing the hold
  • Hold Until — Optional reference date

Audit Trail​

Every hold placement and release is recorded in the Audit Trail, including:

  • The operator who placed or released the hold
  • The reason provided
  • The exact timestamp
  • The affected file or record identifier

This creates a complete evidentiary chain suitable for legal proceedings.

Best Practices​

  1. Always provide a specific reason — Reference case numbers, investigation IDs, or regulatory notices
  2. Set a Hold Until date — Helps operators track ongoing obligations; note that the hold must still be manually released
  3. Review active holds regularly — Confirm holds are still required; release promptly when resolved
  4. Coordinate with legal counsel — Ensure hold scope matches the legal requirements
  5. Never rely on holds as a substitute for backup — Legal holds prevent deletion, not data loss from other causes

Next Steps​