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The Legal Hold Custodian report contains information about instances where a user is subject to a legal hold in Box, including which policy they are held by. Legal hold admin rights, including requisite Box permissions (ability to view the user’s content and view, create, edit, and delete policies), are required to run the report. Within the Legal Hold Custodian report, you can:
  • Filter legal holds by custodian name
  • Search for a specific custodian and view all legal holds they are a part of
  • See consolidated views of all on-hold custodians, and how much data is preserved
To generate this report, navigate to the Admin Console. From the left-hand sidebar, select either:
  • Reports > Create Report > Legal Hold Custodians > Run, or
  • Governance > Legal Holds > Create Custodians Report
All of the following columns are automatically generated when creating the report: Legal Hold Policy Name Plaintext name of the related legal hold identifier. Assignment ID Unique identifier for assigning entities to a legal hold. The Assignment ID helps to identify and manage the association between legal holds and specific custodians (managed users) or files/folders. Assignment Type Lists the type of legal hold on a person: Access, Interaction, or Ownership. More information is available on these types in our About Legal Hold Policies page. User ID Identifier for an employee. User Name Plaintext name of the employee. User Email Custodian’s email. User Status Status of custodian’s account: Active, Inactive, or Deleted. Legal Hold Policy ID Identifier that represents the legal hold. Legal Hold Created Date Creation date of the legal hold policy. Legal Hold Last Modified Last modified date of the legal hold policy. Custodian Date Range Start Start date of the legal hold control (if applicable – learn more about date range selection). Custodian Date Range End End date of the legal hold control (if applicable – learn more about date range selection). File Count Size (MB) Total size of all files on hold for the custodian under this policy in MB. File Count Total count of all files on hold for the custodian. File Version Count Total count of all file versions on hold for the custodian.

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Deleted Users

When a user is deleted, we display their original name and email address whenever possible. When not possible, such as for users deleted more than seven years ago, the report displays instead Prior Collaborator in the name and email fields. If a user is deleted and their data is transferred to another user, the File Count Size, File Count, and *File Version Count remain the same as at the time of deletion. If the data is transferred to a user who is on hold and has existing legal holds, their file counts update automatically. The deleted user counts remain as they were at the time of deletion.