ABC Corp. Litigation Hold Map
Key electronic data systems:

  • Email - Email is stored on a Microsoft Exchange server.  There are no mailbox size limitations and users do not archive email in any other location. 
  • Network directories – Electronic documents are stored either in the appropriate departmental directories or in a person’s home directory (My Document’s) folder.
  • Desktop/Laptop computers – Electronic documents cannot be stored on desktop computers for standard employees but travelling employees, such as sales representatives, do have the ability to store documents locally onto their laptop computers.
  • Mobile devices – ABC Corp. does have a BYOD policy and certain employees (such as with the Sales Dept.) are permitted to use text messaging for work related activities.

Key software applications:

  • Standard applications – ABC Corp. uses the standard Microsoft suite of applications (Word, Excel, PowerPoint, Outlook, etc.) as well as Adobe PDF.
  • Specialized applications – ABC Corp. uses the specialized Sales application for managing their sales contacts and information.

Key paper systems:

  • Central file room – Paper documents are filed in our central file room, and may also be found in employee offices as needed.    

Key departments:

  • Sales Department – The sales department consists of 5 employees.  Sales employees are divided and split between clients.  Each sale department member has access to the sales department and contracts department network file share.  This is in addition to their personal email account and home directory / my documents folder.  Sales department members are permitted to use text messages for work related matters.

Backup policies / Retention policies:

  • Network backups – The ABC Corp. network is backed up incrementally nightly with a full backup performed every Saturday night.  Backups are kept for 30 days.  No historical backups beyond 30 days exists unless subject to a legal hold.
  • Retention of departed employee data – Departed employee data including their email account and Home Directory/My Documents network folder are kept for a period of 1 year unless subject to a legal hold.

Key internal contacts:

  • Sally Sue – IT Manager regarding IT systems, backups, IT policies and retention.

Data mapping can be highly complex depending on each company’s unique situation.  The map may be customized to address unique situations and molded into a variety of formats as appropriate.

 

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