Cyntia N. Zerkowski

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ELECTRONICS RECORDS RETENTION AND LITIGATION
Presented by Cyntia N. Zerkowski Director,
Information Technology Macomb County Michigan
Digital Government Summit October 4, 2007
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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• RETENTION
• BACKUP
• ARCHIVAL

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• RETENTION
• How long data is kept (online)
• BACKUP
• Restoration in event of failure or outage
• ARCHIVAL
• Information not used
• Required to be retained usually regulatory
• Specified by department

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• ARCHIVAL METHODS
• Near-line
• Offline
• Paper
• Microfiche

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• RETENTION POLICIES
• SPECIFIC POLICES EXIST
• Email retention 2 months
• Internet log 6 months
• VARIED RETENTION PERIODS
• MOVE TO UNIFORM RETENTION POLICY FOR IT
  ADMINISTRATIVE SYSTEMS

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• TECHNOLOGY INVESTMENT
• AUTOMATE
• MOVE TO STORAGE AREA NETWORK
• REDUCE TECHNICAL EMPLOYEE TIME ON REPETITIVE ROTE
  TASKS

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• CORE PARTICIPATION
• HUMAN RESOURCES
• LEGAL COUNSEL
• INFORMATION TECHNOLOGY
• DEPARTMENT PARTICIPATION
• EACH DEPARTMENT
• BY APPLICATION
• DATA RETENTION CONFIRMATION FORM SIGNOFF

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• EDUCATION
• NEW EMPLOYEE ORIENTATION
• SUPERVISOR TRAINING

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• IT PROCESS FOR FOIA
• CORPORATION COUNSEL IS FOIA COORDINATOR
• I.T. RECEIVES REQUEST FOR INFORMATION
  AVAILABILITY
• Cost to produce
• AVAILABILITY BASED ON RETENTION PERIODS

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• IT PROCESS FOR e-DISCOVERY
• CORPORATION COUNSEL IS COORDINATOR
• WHAT TO HOLD?
• WHO TO NOTIFY?

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• IT PROCESS FOR e-DISCOVERY
• WHAT TO HOLD?
• Once a litigation hold notice is received,
  retention periods are no long applicable must
  retain information beyond the retention period
  policy.

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• IT PROCESS FOR e-DISCOVERY
• WHAT TO HOLD?
• SOURCES OF ELECTRONIC INFORMATION
• Servers/SANS phone / VOIP logs
• PCs / laptops firewall logs
• Backups full incremental SPAM filter logs
• Emails flash memory
• Email backups IM
• Archival data offline/offsite home
  computers
• Voice mail thumb drives
• Voice mail backup PDAs

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• IT PROCESS FOR e-DISCOVERY
• WHO TO NOTIFY?
• Operations Staff
• System/Network Administrator
• Management Team
• Supply orderer

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• IT BEST PRACTICES
• CREATE DIRT
• Discovery
• Incident
• Response
• Team
• DATA SURVEY
• DATA REVIEW
• DATA EXTRACTION
• WORK CLOSE WITH CORPORATION COUNSEL

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• PREPARTORY BEST PRACTICES
• ESTABLISH/ ADOPT A RETENTION POLICY
• AUTOMATE AS MUCH AS POSSIBLE (reduces wasted
  employee time)
• BACKUP REBUILD
• ARCHIVAL SELECTIVE RETRIEVAL
• ORGANIZE DATA FOR EXTRACTION
• By user
• By type
• By date

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• PREPATORY BEST PRACTICES (CONT.)
• EMAIL ETIQUETTE POLICY
• REDUCE / ELIMINATE SECONDARY DATA SOURCES
• File sharing
• Thin client
• VISIT SOM HAL WEBSITE

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ELECTRONIC RETENTION MANAGEMENT
ELECTRONICS RECORDS RETENTION AND LITIGATION

• CONSEQUENCES OF POOR PLANNING
• ADVERSE DECISIONS BASED ON PRESUMPTION OF FACTS
  IN FAVOR OF OPPOSING PARTY
• MORGAN STANLEY
• UBS