New Rules for Preserving Documentation

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Information for rules on preserving communications and documents. Includes federal and state rules.

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New Rules for Preserving Documentation

  1. 1. NEW RULES FOR PRESERVING COMMUNICATIONS AND DOCUMENTS -FEDERAL RULES -STATE RULES
  2. 2. IDENTIFICATION <ul><li>Any litigant (or potential litigant) is required to preserve documents and information which are relevant to potential or current litigation </li></ul>
  3. 3. DOCUMENTS INCLUDES: <ul><li>Handwriting </li></ul><ul><li> -Typewriting </li></ul><ul><li> -Printing </li></ul><ul><li> -Photostating </li></ul><ul><li>-Photocopying </li></ul><ul><li>-Transmitting by Electronic Mail </li></ul><ul><li> -Facsimile </li></ul><ul><li>-And Every Form of Communication </li></ul><ul><li>Electronically Stored Information </li></ul>
  4. 4. DUTY TO PRESERVE <ul><li>All Relevant Documents </li></ul><ul><li>All Electronically Stored Documents </li></ul><ul><li>E-Mail </li></ul><ul><li>Back Up Tapes </li></ul><ul><li>All Computer Systems </li></ul>
  5. 5. ELECTRONICS means Relative to Technology Having: <ul><li>Electrical </li></ul><ul><ul><li>Digital </li></ul></ul><ul><ul><li>Magnetic </li></ul></ul><ul><ul><li>Wireless </li></ul></ul><ul><ul><li>Optical </li></ul></ul><ul><ul><li>Electronic </li></ul></ul><ul><ul><li>Or Similar Capabilities </li></ul></ul>
  6. 6. <ul><li>ELECTRONICALLY Stored Documents Includes But Is Not Limited To: </li></ul><ul><li>PST Files </li></ul><ul><li>NSF Files </li></ul><ul><li>E-Mail Activity Files (including both incoming and outgoing items) </li></ul><ul><li>Voice Mail </li></ul><ul><li>Audio or Video Recordings of Any Kind </li></ul><ul><li>Computer Programs </li></ul>
  7. 7. PRESERVING AND STORING DOCUMENTS <ul><ul><li>“ Native” Format – The form of data used in the ordinary course of business </li></ul></ul><ul><ul><li>“ Quick Peeks” – Preliminary List of Search Terms </li></ul></ul><ul><ul><li>“ Clawbacks” – Privileged Material </li></ul></ul>
  8. 8. PRODUCING DOCUMENTS <ul><li>The requesting party may request the form in which each type of electronically stored information is to be produced </li></ul><ul><li>Responding party may request protective order </li></ul>
  9. 9. PROTECTIVE ORDERS <ul><li>Limit Production If: </li></ul><ul><li>1. Possible to obtain information from some other source that is more convenient, less burdensome, or less expensive; </li></ul><ul><li>2. Production sought is unreasonably cumulative or duplicative; </li></ul><ul><li>3. Production costs outweigh benefit </li></ul>
  10. 10. CONVERSATIONS YOU NEED TO HAVE WITH YOUR ATTORNEY <ul><li>Identify all electronically stored information </li></ul><ul><li>How many and location of computers </li></ul><ul><li>Recently changed computers </li></ul><ul><li>Use of home computers for personal use </li></ul><ul><li>E-Mail – system – where archived </li></ul><ul><li>Identify software </li></ul><ul><li>Identify kinds of external storage used: thumb drives, cd’s, dvd’s, iPods </li></ul>
  11. 11. E-MAIL DO’S AND DON’Ts (Short List) <ul><li>Assume e-mails will be read by someone who is not looking out for your interests; Assume not private </li></ul><ul><li>Do not say things in e-mail you will regret </li></ul><ul><li>E-mails sent through the company network belong to the company </li></ul><ul><li>Do not use profane language </li></ul><ul><li>Do not use to malign or criticize others </li></ul><ul><li>Do not use to “think aloud” </li></ul><ul><li>Re-read all e-mails before hitting “send” button </li></ul><ul><li>Double check recipient list before you hit “send” button </li></ul>

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