Legal Hold Process

What is the Legal Hold process?

  • When litigation, potential litigation or other matters requiring investigation by Legal are identified, the matter is entered into Onit, a Legal Management System, by Legal.
  • If it is determined that a “Legal Hold” must take place for the case, the Legal Hold Process is initiated.
  • A Legal Hold means that ALL relevant information about the case must be preserved.

What is a Legal Hold?

  • Once the Legal Hold Process is initiated in Onit we must notify individuals with potentially relevant information of any kind (“Custodians”).
  • A Legal Hold is a notice sent via email through Onit to the Custodians to communicate what needs to be kept and for how long.

Why is a Legal Hold important?

  • A proper Legal Hold helps Brink’s avoid the inadvertent destruction of company documents and records that could be relevant and important to a case.
  • Destruction of records for a case may…
  • put Brink’s at a severe disadvantage in supporting its claims or defenses in the matter, and/or
  • result in legal sanctions and adverse outcomes resulting from the destruction of evidence

What do you do if you receive a Legal Hold?

  • If you receive a Legal Hold Notice (which will come from the Brink's Legal Department via email through Onit), you must read the entire email.
  • You must also acknowledge it by selecting the link at the bottom of the email. Onit keeps track of who acknowledged the Legal Hold and when.
  • Onit will remind you every 90 days to preserve this data.
  • Once it is determined that the Legal Hold is no longer needed, you will receive a communication titled “Legal Hold Release” which means the data is no longer subject to a legal hold and may be disposed of in accordance with ordinary document retention practices, so long as no other Legal Hold applies.

Tips if you have technical issues

  • If you don’t receive the Legal Hold email at all, please make sure you:

  • don’t have any Outlook Rules that would prohibit your receipt of emails from onit.com
  • haven’t disabled notifications 
  • have checked your spam or junk email folder
  • If you receive the Legal Hold email and are unable to Acknowledge, please send an email to legal.operations@brinksinc.com and someone will reach out to assist you.