Email Review and Deletion Processes

Topic

This article describes the Review Process and Email Deletion features in NinjaOne SaaS Backup.

Environment

NinjaOne SaaS Backup

Description

NinjaOne SaaS Backup's review process capabilities allow you to examine email data to identify relevant content, detect sensitive data, and decide on appropriate actions or deletion when required. Deletion, as described in this article, is the controlled removal of data according to approved review decisions. This article describes processes you can use for reviewing and deleting email data when appropriate.

Creating a Review Process

To create a review process, you'll need an eDiscovery saved search. Start by choosing a saved search on the eDiscovery page or creating a new review process on the Review process page by following these steps:

1. In the NinjaOne End-User Portal, navigate to Compliance → eDiscovery.
2. Click the Saved Search tab.
   NinjaOne SaaS Backup will display a list of saved searches with the most recent listed first.
3. Select a saved search from the list. NinjaOne SaaS Backup indicates your selection with an active radio button.
4. Choose Mark for Review. NinjaOne SaaS Backup will display a confirmation dialog.
5. Click Agree.
6. NinjaOne SaaS Backup will display the Review Process page, and your saved search selection will appear at first on the list. You'll see a spinning icon to indicate that NinjaOne SaaS Backup is preparing the review process. The preparation process can take some time. This spinning icon will disappear after the review process creation is completed.

Viewing Review Process Criteria

You can view the criteria used in a review process.

1. Navigate to Compliance → Review Process.
2. Click the three-dots menu (More options) on the review process list.
3. Select View Criteria.
4. A dialog will appear showing the criteria used for the selected saved search.

Managing the Review Process

The email in the review process page might contain several statuses, such as "Preparing", "Marked for review", or "X% Review Completed".

Ensure that your account is on the archiver plan and you have an appropriate role. Users with owner, admin, compliance, review officer, and reviewer roles have access to the review process.

Reviewing Assigned Emails

Once you are assigned to review an email, there are two review options:

Review selected emails

1. Select a review process from the list. The View Emails page will open.
2. Select one or more emails using the check boxes, or open an individual email.
3. Click Mark as Reviewed.

Mark all emails as reviewed

1. Select a review process from the list.
2. Click the three-dots menu (More options), then select Mark all as reviewed.
3. A confirmation dialog will appear to ensure the action. Click OK, and all emails in the list will be marked as reviewed.

Only the Compliance and Review Officer can perform a review of all emails in the main menu of the review process list.

Deleting a Review Process

Delete review is the process of deleting all statuses from emails during the review process. It will not remove the saved search or email, but the email will no longer be in the review process. This action requires some processing time. If there is any review process currently in progress, NinjaOne SaaS Backup will wait until it is complete before proceeding.

1. From the Review Process list, click the actions menu to access a review process, then select Delete.
2. NinjaOne SaaS Backup will display a confirmation dialog. Click OK to remove all email statuses from the review process list.

Multiple Review Processes

You may find that some emails appear in more than one saved search. In this case, NinjaOne SaaS Backup will add the review tags Marked for Review and Reviewed only once. This tag status will change if the review status is changed or deleted by any user with access to the review process.

Processing the addition and deletion of review tags will take time. Review your search criteria before adding or deleting tags. If needed, you can use multiple search criteria in your eDiscovery search.

Email Deletion

The only user role with email deletion capability is the Data Protection Officer role (DPO). A DPO is an enterprise security leadership role required by the General Data Protection Regulation (GDPR) and similar regulations. The DPO oversees a company's data protection strategy and implementation to ensure it complies with all requirements.

Deletion rules and key points to remember for deleting emails.

• Only full admins can activate the DPO role for a user. However, the role can be internal or external to an organization.
• A DPO can only delete emails assigned to them via the eDiscovery Search review process.
• Any admin or compliance and review officer can perform an eDiscovery search and mark emails for deletion.
• Once the DPO requests to delete emails, they can review those emails.
• If the DPO decides that NinjaOne SaaS Backup should not delete some emails, they can remove them from the deletion process.
• A DPO must enter the reason for deletion before deleting emails, which will be added to the audit logs for compliance auditing.
• Once you've deleted emails, you cannot recover them.
• You cannot delete any email that has a legal hold.

Marking Emails for Deletion

Any admin or compliance and review officer can perform an eDiscovery search and mark emails for deletion.

To mark emails for deletion, perform the following steps:

1. Log in to the NinjaOne SaaS Backup End-User Portal as admin or compliance and review officer.
2. From the dashboard, navigate to Compliance -> eDiscovery -> Saved Search.
3. Select the desired saved search for Review Process, then click Mark for Review.
4. A dialog will appear; select Mark for Review & Deletion (DPO). Optionally, you can also add a note in the text box provided.
5. Click Create to finish creating the review process.

NinjaOne SaaS Backup will open the Review Process page, and your latest marked-for-deletion email will appear first on the list.

Review and Unmark Messages That You've Marked for Deletion

The DPO can review messages and unmark them for deletion by changing the marked for deletion status to keep the message. This action will ensure that NinjaOne SaaS Backup will not delete the email when the DPO starts deletion.

1. Log in to the NinjaOne SaaS Backup End-User Portal as the data protection officer (DPO).
2. From the dashboard, navigate to Compliance -> Review Process.
3. Click the saved search Marked for Deletion.
4. Open a message that you've marked for deletion.
5. Click Keep Message.

Deleting Emails

The DPO can delete emails that they have previously marked for deletion, except for messages on legal hold.

To delete the emails marked for deletion, follow these steps:

1. Log in to the archive dashboard as the data protection officer (DPO).
2. From the dashboard, navigate to Compliance -> Review Process.
3. NinjaOne SaaS Backup will display a dialog. Click Start Deletion.
4. NinjaOne SaaS Backup will display a text entry dialog. Enter the reason for the deletion, which will be added to the audit logs for compliance purposes.
5. You can select the checkbox next to notify me by email after deletion is completed, to have NinjaOne SaaS Backup notify you once it has completed the deletion.
6. Click Agree to finish the deletion process.