in a nutshell, create a new case, check the box to "put items on hold." next, create a search - in your case the search would have a single custodian - but you can go through the search criteria and build what's appropriate. then run the search, and accept the results.
for your second question, check out the legal holds report. i think it has what you're looking for, and more.
https://www.veritas.com/content/support/en_US/doc/23557409-121370438-0/v13091980-121370438
