Legal Hold Management keeps legal matters, their custodians and preservation decisions in one matter-linked record. A Matter Owner records the organization, counterparty, engagement reference and jurisdiction.
Matters in one list
Conflict Reviewer records the clearance decision.
Every feature works on the same records. Pick one to see the screen your team works in.
Give every preservation question a clear engagement and clearance context.
Matters
| Record number | Subject | Status | Counterparty | Owner | |
|---|---|---|---|---|---|
| MTT-66986 | Northfield supplier contract dispute | Conflict Review | Northfield Components | Arjun Mehta | |
| MTT-79967 | Cedar Vale employment claim | Conflict Review | Stonebridge Home Goods | Daniel Wu | |
| MTT-70733 | Harbor Crest data access inquiry | Conflict Review | Rivergate Materials | Jonah Fischer | |
| MTT-55103 | Stonebridge product warranty case | Conflict Review | Eastbank Medical Supply | Ethan Park | |
| MTT-55254 | Willow Ridge property litigation | Conflict Review | Willow Ridge Properties | Mira Mensah |
Tie each preservation instruction to a matter, a custodian and a reviewed revision.
Approval waits for the hold reviewer
| Parent | Custodian | Revision | Status | Issued at | |
|---|---|---|---|---|---|
| Harbor Crest data access inquiry | Nadia Alvarez | 260 | Submitted | 17 Oct | |
| Eastbank records preservation review | Arjun Mehta | 710 | Submitted | 22 Oct | |
| Willow Ridge property litigation | Camila Okafor | 480 | Submitted | 09 Oct | |
| Stonebridge product warranty case | Jonah Fischer | 170 | Submitted | 13 Oct | |
| Rivergate internal investigation | Leila Haddad | 580 | Submitted | 10 Oct |
Make independent decisions and operation outcomes traceable.
Operation receipts
| Parent | Operation key | Action | Result state | Failure reason | Occurred at | |
|---|---|---|---|---|---|---|
| Willow Ridge property litigation | hold:northfield:2026 | Issue custodian hold notice | Failed | Custodian address was inactive | 25 Oct | |
| Rivergate internal investigation | notify:cedar-vale:2026 | Record acknowledgment | Needs Review | Acknowledgment was not received | 13 Oct | |
| Rivergate internal investigation | collect:harbor-crest:2026 | Suspend mailbox deletion | Failed | Collection scope was incomplete | 31 Oct | |
| Eastbank records preservation review | review:stonebridge:2026 | Collect shared-drive files | Needs Review | Matter approval was missing | 27 Oct | |
| Eastbank records preservation review | extend:willow-ridge:2026 | Extend retention deadline | Failed | Retention date precedes notice | 11 Oct |
Keep time-sensitive matter work with its owner and evidence.
Matter deadlines
| Matter | Deadline type | Due at | Completed at | Owner | |
|---|---|---|---|---|---|
| Rivergate internal investigation | Hold acknowledgment | 20 Oct | 21 Oct | Owen Costa | |
| Harbor Crest data access inquiry | Custodian interview | 17 Oct | 21 Oct | Nadia Alvarez | |
| Willow Ridge property litigation | Preservation check | 23 Oct | 23 Oct | Jonah Fischer | |
| Rivergate internal investigation | Collection cutoff | 11 Oct | 16 Oct | Camila Okafor | |
| Rivergate internal investigation | Privilege review | 25 Oct | 23 Oct | Jonah Fischer |
Keep versions, privilege state and production authority with the matter.
Legal documents
| Matter | Title | Revision | Privilege | Approved by | |
|---|---|---|---|---|---|
| Stonebridge product warranty case | Northfield preservation notice | 110 | Unreviewed | Nadia Alvarez | |
| Rivergate internal investigation | Cedar Vale custodian interview memo | 530 | Unreviewed | Arjun Mehta | |
| Rivergate internal investigation | Harbor Crest hold acknowledgment | 600 | Unreviewed | Camila Okafor | |
| Northfield supplier contract dispute | Stonebridge collection protocol | 300 | Unreviewed | Jonah Fischer | |
| Stonebridge product warranty case | Willow Ridge privilege log | 420 | Unreviewed | Leila Haddad |
Track retention, access purpose and disclosure for restricted identities.
Restricted subjects
| Subject code | Identity reference | Retention until | Legal hold | |
|---|---|---|---|---|
| SUBJ-NF-014 | Personnel record 4182 | 26 Oct | Yes | |
| SUBJ-CV-022 | Directory user 7791 | 27 Oct | Yes | |
| SUBJ-HC-009 | Mailbox account 3058 | 22 Oct | Yes | |
| SUBJ-SB-031 | Employee file 6214 | 14 Oct | Yes | |
| SUBJ-WR-018 | Access register 8840 | 18 Oct | Yes |
Matter to preservation hold ships ready to use. 2 steps need a named approval before the work moves on: Conflict review (Conflict Reviewer) and Hold review (Hold Reviewer).
Record the matter owner, counterparty and engagement context.
Record a clearance decision and its evidence before engagement.
Prepare a custodian instruction against the parent matter.
Submit the current hold revision with its supporting evidence.
An independent reviewer decides the submitted revision.
Check the result, expected revision and effect references.
Open any matter to see its custodian holds, the roles that work on it, its process stages and its approvals on one page.
Owner, Counterparty and Opened at.
Each line is linked to this matter.
Admin, Matter Owner and Legal Operations, each with their own permissions.
Matter intake and Conflict review, with the role that acts.
Conflict review and Hold review, with who decides.
Cedar Vale Hospitality · Engaged
| Parent | Custodian | Revision |
|---|---|---|
| Harbor Crest data access inquiry | Nadia Alvarez | 260 |
| Eastbank records preservation review | Arjun Mehta | 710 |
| Willow Ridge property litigation | Camila Okafor | 480 |
Signed in as Conflict Reviewer
| Decision | Approver | |
|---|---|---|
| Conflict reviewRecord a clearance decision and its evidence before engagement. | Conflict Reviewer | |
| Hold reviewAn independent reviewer decides the submitted revision. | Hold Reviewer | |
| Approve conflict reviews | Conflict Reviewer | |
| Approve custodian holds | Hold Reviewer |
Everyone opens Legal Hold Management to the work that is theirs. Pick a role to see what it starts with.
Sets organization and staff access for the legal operations workspace.
Owns intake, engagement context and case milestones for assigned matters.
This is the first screen this role sees.
Matters · Matter Owner
Prepares preservation holds and matter evidence for independent review.
This is the first screen this role sees.
Matters · Legal Operations
Records clearance decisions on matters before engagement work advances.
This is the first screen this role sees.
Matters · Conflict Reviewer
| Record number | Subject | Status | Counterparty | Owner | |
|---|---|---|---|---|---|
| MTT-66986 | Northfield supplier contract dispute | Conflict Review | Northfield Components | Arjun Mehta | |
| MTT-79967 | Cedar Vale employment claim | Conflict Review | Stonebridge Home Goods | Daniel Wu | |
| MTT-70733 | Harbor Crest data access inquiry | Conflict Review | Rivergate Materials | Jonah Fischer | |
| MTT-55103 | Stonebridge product warranty case | Conflict Review | Eastbank Medical Supply | Ethan Park | |
| MTT-55254 | Willow Ridge property litigation | Conflict Review | Willow Ridge Properties | Mira Mensah |
Makes independent decisions on submitted preservation revisions.
This is the first screen this role sees.
Custodian holds · Hold Reviewer
| Parent | Custodian | Revision | Status | Issued at | |
|---|---|---|---|---|---|
| Harbor Crest data access inquiry | Nadia Alvarez | 260 | Submitted | 17 Oct | |
| Eastbank records preservation review | Arjun Mehta | 710 | Submitted | 22 Oct | |
| Willow Ridge property litigation | Camila Okafor | 480 | Submitted | 09 Oct | |
| Stonebridge product warranty case | Jonah Fischer | 170 | Submitted | 13 Oct | |
| Rivergate internal investigation | Leila Haddad | 580 | Submitted | 10 Oct |
Maintains document production references and restricted-subject disclosures.
This is the first screen this role sees.
Restricted subjects · Evidence Officer
| Subject code | Identity reference | Retention until | Legal hold | |
|---|---|---|---|---|
| SUBJ-NF-014 | Personnel record 4182 | 26 Oct | Yes | |
| SUBJ-CV-022 | Directory user 7791 | 27 Oct | Yes | |
| SUBJ-HC-009 | Mailbox account 3058 | 22 Oct | Yes | |
| SUBJ-SB-031 | Employee file 6214 | 14 Oct | Yes | |
| SUBJ-WR-018 | Access register 8840 | 18 Oct | Yes |
Review hold decisions, deadlines, operation results and sensitive-record retention.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Intake | 32 | ||
| Conflict Review | 21 | 66% | |
| Engaged | 14 | 67% | |
| Active | 7 | 50% |
Sample counts per stage
Show custodian holds by status, organization and parent matter.
Group active matters by organization and assigned owner.
Compare clear, conflict and more-information decisions by review date.
List due dates, completion dates and matter owners for follow-up.
Compare pending, completed, failed and review-needed receipts by action and occurrence date.
Show documents by privilege state, revision and matter.
Group current custodian hold revisions and statuses under their parent matter.
Review legal-hold indicators and retention dates by subject code.
See how Legal Hold Management fits your kind of team.
Each stage of matter to preservation hold names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Use Proto to prepare a legal hold workspace and review real cases with your team.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 17 tablesStart with one team and one process, then add the rest once the basics are running.
Identify matter owners, conflict reviewers, hold preparers and independent hold reviewers. Decide when a new revision needs another decision.
Clean organization, client, team member and matter identifiers. Link each existing hold to its correct parent matter.
Limit restricted subjects, document attachments and review decisions to staff with a reason to use them.
Take an intake matter through conflict review, hold submission and independent decision. Record a pending receipt for a guarded action and reconcile its result. Include a returned review and failed receipt.
Compare the Operations Overview with the underlying cases, deadlines and documents. Correct data and access rules before expanding.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Legal Hold Management for your business. Pilot one active matter, one custodian hold, a conflict decision and an operation receipt. Rehearse a changed revision before adding more matters.
Each custodian hold references a parent matter and an organization. Review decisions and operation receipts also reference the matter, so the team can inspect the surrounding case.
Assign an independent Hold Reviewer to record a decision against the submitted revision. Keep the preparer and reviewer responsibilities separate.
The hold records a revision and its status. The review decision records a source revision under the matter. Compare the operation key and hold before treating it as the decision on a particular instruction. Rehearse a changed instruction to ensure it receives the appropriate fresh review.
The Operations Overview includes upcoming deadlines. The assigned owner can use My deadlines to inspect the due date and completion details on each matter deadline.
Open the operation receipt from its parent matter. Check the action, operation key, expected revision, failure reason and effect references before deciding the next step.
A legal document records its revision, privilege state and content hash. A separate production record carries the recipient, authorization reference and production hash.
A restricted subject has a retention date and legal-hold indicator. An access grant names a team member, purpose, approving name and expiry. Disclosures are recorded separately with their recipient and authority reference.
Agree how custodian messages, collection results, court receipts and document files enter the matter record. Assign an owner to reconcile each external result.
Start free, then use Proto to change fields, steps and approvals before your team goes live.