We also post all our lit holds on a Sharepoint Records site as well.
The custodians who are listed on the page for each hold get notified via
an alert that generates from the Sharepoint site at quarterly intervals.
Each custodian must acknowledge having read the hold notification by
clicking on a link at the bottom of the notification. Their
acknowledgment is then recorded. Those who don't respond get a reminder
a week later.
Frank LaSorsa
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Johnson Jr., Earl
Sent: Thursday, October 02, 2008 3:14 PM
To: [log in to unmask]
Subject: Re: Litigation Hold Policy Placement
Ben,
We just recently posted our records hold policy and process on our
Records Management SharePoint page, along with a list of records hold
orders and their open/closed status. The holds are dated, assigned a
unique number, include descriptions of both the matter and relevant
records, and the contact attorney information. As records manager I
format and post them, but the contact attorney actually reaches out to
the records owners. The records hold itself may go out to the office of
record and other users who may have records relevant to that particular
matter, but records holds are posted so that everyone in the Company is
aware of them. The hold information is posted separate from--but
adjacent to the RM policy information on our SharePoint page.
I hope this is helpful.
Thanks.
Earl
Pipeline Records and Information Management Excellence!
Get PRIMEd!
Earl Johnson, Jr., CRM
Records Manager
Colonial Pipeline Company
1185 Sanctuary Parkway, Ste. 100
Alpharetta, GA 30009
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