Top 10 Legal Hold Software Tools: Features, Pros, Cons & Comparison

Introduction

Legal hold software is a specialized category of legal technology designed to manage the lifecycle of litigation holds—from the initial issuance of a preservation notice to the ultimate release of the hold. At its core, these tools automate the communication with “custodians” (the individuals who possess relevant data), track their acknowledgments, send periodic reminders, and provide a tamper-proof audit trail that can be presented in court to prove a “defensible process.”

The importance of these tools has skyrocketed as data environments become more fragmented across Slack, Microsoft Teams, and cloud-based silos. Without centralized software, IT and legal teams often struggle to identify where relevant data lives and fail to prevent its accidental deletion. Key real-world use cases include managing large-scale class-action lawsuits, internal HR investigations, and regulatory audits by bodies like the SEC or GDPR regulators. When evaluating these tools, users should look for “Preservation in Place” (PiP) capabilities, seamless integration with HR systems (to track employee departures), and robust reporting dashboards.

Best for: Corporate legal departments (CLDs) with high litigation volumes, insurance companies, government agencies, and mid-to-large law firms that need to ensure 100% compliance with data preservation mandates.

Not ideal for: Solo practitioners or tiny startups with very rare litigation needs. For these users, manual tracking via secure spreadsheets and certified email may suffice, as the high cost of enterprise-grade MFT or Legal Hold tools would not provide a justifiable ROI.

Top 10 Legal Hold Software Tools

1 — Exterro Legal Hold

Exterro is widely considered the pioneer of legal hold automation. Their platform is built on the philosophy that legal hold is not just a notice, but a comprehensive project management task that integrates with the broader eDiscovery and privacy landscape.

• Key features:
  • Automated custodian data mapping to identify where evidence resides.
  • One-click hold issuance with custom-branded, reusable templates.
  • Integration with HR systems (Workday, Oracle) to trigger alerts when a custodian leaves the company.
  • “Preservation in Place” for Microsoft 365, Slack, and Zoom.
  • Advanced custodian portal for easy self-service acknowledgments.
  • Real-time compliance dashboards and “Responsible AI” for predicting compliance risks.
• Pros:
  • Highly defensible audit trails that are industry-standard for major litigation.
  • Exceptional automation that reduces the administrative burden on legal teams by up to 90%.
• Cons:
  • The interface can be complex and requires a moderate learning curve for new admins.
  • Pricing is at the premium end of the market, making it less accessible for smaller firms.
• Security & compliance: SOC 2 Type II, ISO 27001, HIPAA, GDPR, and FIPS 140-2 compliant.
• Support & community: Extensive enterprise support with a dedicated “Exterro University” for certifications and a vibrant “XChange” user community.

2 — Relativity Legal Hold

Relativity is the “gold standard” in the eDiscovery world. Its legal hold tool is integrated directly into its RelativityOne cloud platform, providing a seamless transition from preservation to document review.

• Key features:
  • Unified interface that connects legal hold notices with actual data collection.
  • Automated reminders and escalations for non-responsive custodians.
  • Deep integration with Microsoft 365 and Google Vault for native preservation.
  • Customized custodian questionnaires to gather Early Case Assessment (ECA) data.
  • Drag-and-drop workflow builder for complex notification trees.
  • Mobile-responsive custodian portal for signing holds on the go.
• Pros:
  • The “one-stop-shop” advantage: moving from hold to review happens within a single security boundary.
  • Massive ecosystem of third-party service providers and experts globally.
• Cons:
  • Can be “overkill” for organizations that only need legal hold without the full eDiscovery suite.
  • Administrative tasks can be clicking-intensive due to the depth of the platform.
• Security & compliance: SOC 2 Type II, HIPAA, ISO 27001, FedRAMP (for Relativity Government), and GDPR.
• Support & community: World-class support through the “Relativity Community” portal and a vast network of 350,000+ users.

3 — Zapproved (ZDiscovery)

Now part of the Exterro family but often sold as a standalone platform, Zapproved is the most popular choice for corporate legal teams who want an “easy-to-use” alternative to the more complex legacy systems.

• Key features:
  • Purpose-built for in-house teams with a focus on intuitive UI.
  • Automated hold tracking and “Smart Reminders” that prevent notification fatigue.
  • Employee change tracking that syncs with HR databases.
  • Preservation-in-place integrations with top cloud storage providers.
  • Built-in interview tool to capture custodian insights early in the process.
  • Highly visual reporting suite for “at-a-glance” compliance checks.
• Pros:
  • Best-in-class user experience; legal teams can be up and running in hours, not weeks.
  • Pricing is generally more transparent and predictable than broader eDiscovery platforms.
• Cons:
  • Lacks the deep, high-end “document review” analytics found in Relativity or Everlaw.
  • The feature set is narrower, focusing strictly on preservation rather than the full EDRM.
• Security & compliance: SOC 2 Type II, HIPAA, and GDPR support.
• Support & community: Famous for their “unrivaled support” and the PREX (Preservation Excellence) community events.

4 — Microsoft Purview eDiscovery

For organizations heavily invested in the Microsoft 365 ecosystem, Microsoft Purview offers native legal hold capabilities that often eliminate the need for third-party “collectors.”

• Key features:
  • In-place holds directly within Exchange, SharePoint, OneDrive, and Teams.
  • Custodian management integrated with Active Directory.
  • Advanced search and export tools for Early Case Assessment.
  • Compliance Manager to track overall organizational risk posture.
  • Review sets that allow for basic document viewing without leaving M365.
  • Predictive coding and analytics (in the Premium tier).
• Pros:
  • No data movement required: data stays within the tenant, reducing security risks and egress costs.
  • “Free” if you already pay for M365 E5 licenses, offering massive cost savings.
• Cons:
  • The interface is notoriously fragmented and can be confusing for non-IT users.
  • Limited support for non-Microsoft data sources (e.g., non-integrated SaaS tools).
• Security & compliance: Industry-leading compliance portfolio including FedRAMP, HIPAA, GDPR, and ISO.
• Support & community: Backed by Microsoft’s global enterprise support, though specialized “legal” support can be harder to find.

5 — Everlaw Legal Hold

Everlaw is a cloud-native platform that has disrupted the market with its lightning-fast speed and AI-first approach. Their legal hold module is modern, sleek, and highly automated.

• Key features:
  • Unified “Hold to Review” workflow with automated data ingestion.
  • AI-powered custodian insights to identify key players automatically.
  • Collaborative hold drafting with real-time editing.
  • Instant visibility into custodian acknowledgment status via “Heat Maps.”
  • Integration with Slack and Google Workspace for rapid collection.
  • Detailed audit logs that track every change to a hold notice.
• Pros:
  • Superior performance; the platform is significantly faster than traditional legacy tools.
  • The UI is clean, modern, and requires very little training to master.
• Cons:
  • As a cloud-only provider, it may not satisfy organizations with strict “on-prem” requirements.
  • The “all-in-one” pricing may be higher than standalone hold tools.
• Security & compliance: FedRAMP authorized, SOC 2 Type II, HIPAA, and GDPR.
• Support & community: Highly rated support with “Everlaw Academy” for user training.

6 — Logikcull Legal Hold

Logikcull focuses on “Instant Discovery.” Their legal hold feature is designed for speed and simplicity, making it a favorite for mid-market companies and government agencies.

• Key features:
  • “One-Click” hold issuance with pre-built legal templates.
  • Automatic reminder schedules that follow up with custodians until they sign.
  • Built-in “Preservation in Place” for Google Vault and Microsoft 365.
  • Unlimited users and unlimited holds in their enterprise tier.
  • Secure, web-based portal with no software to install or maintain.
  • Simplified reporting that is “audit-ready” in seconds.
• Pros:
  • Extremely low barrier to entry; you can issue your first hold in minutes.
  • Very transparent pricing with a “pay-as-you-go” option for smaller cases.
• Cons:
  • Lacks the advanced “workflow logic” (if/then branching) required for massive enterprises.
  • Integration ecosystem is smaller than Exterro or Relativity.
• Security & compliance: SOC 2 Type II, HIPAA, and GDPR.
• Support & community: 24/7 in-app chat support with a very fast response time.

7 — Mitratech LegalHold

Mitratech is a titan in Legal Operations. Their LegalHold product is specifically designed to integrate with their TeamConnect Enterprise Legal Management (ELM) platform.

• Key features:
  • Deep integration with ELM systems for unified matter management.
  • Automated escalation to managers when custodians ignore hold notices.
  • Robust custodian surveys to identify additional data sources.
  • Historical audit trails that go back years, essential for long-term litigation.
  • Mobile-optimized for a “sign-anywhere” custodian experience.
  • Scalable for the world’s largest global corporations.
• Pros:
  • Ideal for organizations that want to tie their legal holds directly to their legal spend and matter tracking.
  • Very strong focus on “defensibility” and long-term data governance.
• Cons:
  • Best used within the Mitratech ecosystem; standalone use may feel disconnected.
  • The user interface is more traditional and less “flashy” than SaaS rivals like Everlaw.
• Security & compliance: ISO 27001, SOC 2, and GDPR compliant.
• Support & community: Professional services are available for global implementations and custom integrations.

8 — Casepoint Legal Hold

Casepoint offers a sophisticated, AI-driven legal hold solution that is part of its end-to-end eDiscovery platform. It is particularly strong in the government and public sector.

• Key features:
  • AI-assisted custodian identification to find “forgotten” participants.
  • Integrated data collection via secure cloud connectors (API-based).
  • Custom dashboards for different stakeholders (Legal, IT, HR).
  • Role-based access controls for multi-departmental collaboration.
  • Advanced reporting with custom “Audit Trail” exports.
  • High-speed ingestion for “Early Case Assessment” after the hold is issued.
• Pros:
  • Excellent at handling “multi-tenant” environments where data must be siloed.
  • Very strong security posture, making it a favorite for government agencies.
• Cons:
  • Pricing can be complex depending on data volume and user count.
  • Requires some technical setup to leverage the full power of the API connectors.
• Security & compliance: FedRAMP, SOC 2 Type II, HIPAA, and GDPR.
• Support & community: Comprehensive “Casepoint University” and dedicated account management.

9 — DISCO Hold

DISCO leverages cloud-native technology and a focus on “lawyer-centric” design to provide an incredibly fast legal hold experience.

• Key features:
  • Automated hold notices with a focus on high response rates.
  • Real-time tracking of custodian status with “Compliance Scorecards.”
  • Deep integration with the DISCO eDiscovery platform for seamless data handoff.
  • No-install, browser-based architecture that works on any device.
  • Simple, flat-fee pricing for many of its hold modules.
  • Advanced search across all active holds to find overlaps.
• Pros:
  • Incredible speed: the platform is built on modern web technologies that feel instantaneous.
  • Reduces “vendor sprawl” by combining hold, search, and review.
• Cons:
  • The legal hold module is newer than their review platform and is still expanding its feature set.
  • Less “customizable” than legacy tools like Globalscape or Exterro.
• Security & compliance: SOC 2 Type II, HIPAA, and GDPR.
• Support & community: 24/7 support and the “DISCO University” for professional development.

10 — OpenText Legal Hold

OpenText is an enterprise software giant. Their legal hold solution is a core part of their “Information Assurance” and “EnCase” forensic suites.

• Key features:
  • Integration with EnCase for forensic-grade data collections.
  • Centralized management of holds across on-prem and cloud repositories.
  • Advanced “Custodian Interviews” with branching logic based on answers.
  • Seamless connection to OpenText Axcelerate for document review.
  • Automated data disposal workflows once a hold is released.
  • Global scalability for organizations with millions of files.
• Pros:
  • The most powerful tool for forensic investigators who need to collect data “under the radar.”
  • Deeply integrated into the world’s most popular digital forensics tools.
• Cons:
  • High complexity; requires a dedicated IT/Forensic professional to manage.
  • The UI can feel industrial and less user-friendly for legal-only staff.
• Security & compliance: FIPS 140-2, ISO 27001, HIPAA, and GDPR.
• Support & community: Global enterprise support with professional training via OpenText Learning.

Comparison Table

Evaluation & Scoring of Legal Hold Software

To help you make an objective decision, we have evaluated these tools using a weighted scoring rubric based on current industry standards.

Which Legal Hold Software Tool Is Right for You?

Selecting a legal hold tool is a strategic decision that depends on your technical maturity and litigation profile.

• Solo Users vs SMBs: If you are a small business with infrequent litigation, Logikcull or Zapproved are your best options. They offer low setup costs and high ease of use, ensuring you stay compliant without needing an IT army.
• Mid-Market to Enterprise: Organizations that deal with constant litigation need the automation of Exterro or the ecosystem of Relativity. If you are already paying for Microsoft E5 licenses, start with Microsoft Purview to see if it meets your needs before buying a third-party tool.
• Budget-Conscious vs Premium: Microsoft Purview is the budget leader (if licensed), while Everlaw and DISCO represent the premium, modern SaaS tier where you pay for speed and advanced AI.
• Integration Needs: If you use a specific matter management system like Mitratech, stick with their native LegalHold to avoid data silos.
• Security Requirements: Government entities should almost exclusively look at FedRAMP-authorized solutions like Casepoint, Everlaw, or Relativity Government.

Frequently Asked Questions (FAQs)

1. What is a “Legal Hold”?

A legal hold is an internal communication sent by an organization to its employees (custodians) instructing them to preserve all relevant data (emails, documents, chats) when litigation is “reasonably anticipated.”

2. Why can’t I just use a spreadsheet to track legal holds?

Spreadsheets lack an automated audit trail and cannot track acknowledgments securely. In a court of law, a spreadsheet is difficult to defend as a “consistent and repeatable process.”

3. What is “Preservation in Place” (PiP)?

PiP is a technology that allows data to be “locked” where it currently lives (e.g., in an employee’s inbox) rather than needing to be moved to a separate server, reducing data sprawl and risk.

4. How does the software track employee departures?

Top-tier tools integrate with HR software like Workday. When an employee is marked for termination, the legal hold software triggers an alert to IT to preserve their computer and cloud account before it is wiped.

5. Is the cloud safe for legal holds?

Yes, modern SaaS providers like RelativityOne and Everlaw use military-grade encryption and have SOC 2 Type II certifications that are often more secure than internal corporate servers.

6. Do these tools handle data from Slack and Teams?

Yes, most top tools now have direct API connections to Slack and Microsoft Teams to preserve “modern attachments” and chat history which are often critical in contemporary litigation.

7. Can I release a hold automatically?

Yes. Once the litigation is over, the software can send a “Release Notice” to custodians, which then signals the IT system that it is safe to resume standard data retention and deletion policies.

8. What is a “Custodian Questionnaire”?

It is a survey sent along with the hold notice asking the employee questions like “Do you have data on a personal phone?” or “Which folders do you use for this project?” to help scope the discovery process.

9. How much does legal hold software cost?

Pricing varies from $10,000 to $100,000+ per year. It is usually based on either the number of active custodians, the number of legal “matters,” or the volume of data being managed.

10. What is “Spoliation”?

Spoliation is the destruction or alteration of evidence. If a judge finds that an organization failed to issue a proper legal hold, they can issue “adverse inference” instructions, effectively telling the jury to assume the destroyed data was harmful to the company.

Conclusion

In 2026, manual legal hold processes are no longer just “inefficient”—they are a liability. The “best” tool for your organization is the one that bridges the gap between your legal team’s need for compliance and your IT team’s need for data governance. Whether you choose the massive ecosystem of Relativity, the intuitive simplicity of Zapproved, or the native power of Microsoft Purview, the goal remains the same: a defensible, repeatable process that keeps your organization out of the headlines and in the judge’s good graces.