At the EPA in Boston the database tracks the sites with legal holds as a  
reminder to all staff so whenever they enter an activity for the site in the  
system a pop up window comes up reminding them that the site has a legal hold.  
Also the manager quarterly sends a list of sites on legal hold to the  staff. 
All duplicates for the sites on legal hold have to be kept in storage and  
labeled with the site name as well as the words legal hold and these boxes are  
tracked in a separate database. No records for the site are allowed to be  
destroyed until the site is no longer in litigation. Once the hold is lifted the  
duplicates can be destroyed as well as other records that have met their  full 
retention according to the retention schedule. Since the legal dept has not  
always been timely about alerting the records center when a site is no longer 
in  litigation, the manager quarterly sends a note to 1 key person (the same 
person  all the time), in the legal department the same day he sends lists to 
the staff,  asking if any sites have to be added or subtracted from the list. 
Just be  prepared to have storage space for all the duplicate records you need 
to keep in  storage until the hold has listed as some cases haven't had the 
hold lifted for  20 years!

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