Thought this meeting might be of some interest.
ARMA NY Metro Meeting
November 16th, 2006
5:30 pm
Cocktails and Dinner

Harvard Club
35 West 44th Street
New York, NY

TOPIC:
This session will cover the new Federal Rules of Civil Procedure going
into effect on Dec. 1, 2006.  This session will discuss the rules from
both the litigation and records perspective.  Some key points which will
be covered are Electronically Stored Information (ESI) and the notion of
reasonable access.  The handling of metadata and the importance of
maintaining records in their original format are now issues with which
records managers must be concerned.  Do the new rules insist that you
stop your retention programs across the board at the possibility of
litigation?  Is ESI that can not be reviewed without restoration
discoverable?  What are the records management contributions that will
make the discovery process easier?  What is a document under the new
rules?

This new aspect in the relationship between litigation support and
records management will be discussed, along with how we can ensure that
RIM principles and organization standards are met in our litigation
support groups.


Featured Speaker:
Guy Wiggins, Esq., holds a B.A. in International Studies from Johns
Hopkins.  After earning a law degree at Fordham, and passing the NY Bar,
Guy founded Lextech, Inc., a legal technology consulting firm. He has
written numerous articles on legal technology issues, co-authored a
number of books on using technology in the practice of law for both West
Publishing and the ABA and is a frequent speaker at legal technology
forums

Register at:   http://www.armanyc.org/

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Donna-Marie Jutras
Sent: Wednesday, November 15, 2006 8:42 AM
To: [log in to unmask]
Subject: Re: Legal Hold


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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