What do businesses have to do to be ready for electronic discovery under the new Federal Civil Rules? Must they take any steps, even if they are not involved in or anticipating any litigation?
"Companies will not have to alter how they retain their electronic documents, she said, but will have to do an “inventory of their IT system” in order to know better where the documents are." Companies Face New Rules on Keeping E-mails, Instant Messages by Associated Press, Globe and Mail.com, Dec. 1, 2006, quoting Martha Dawson, a partner at the law firm of Preston Gates & Ellis LLP who specializes in electronic discovery.
Attorneys must provide information on what electronic data is available, how it is stored and whether it is accessible, earlier in the lawsuit than ever before. IT departments have to be prepared to provide this information to attorneys quickly in case a lawsuit is filed. Companies should only retain information needed for a legitimate business purpose. Otherwise, the company will have too much stored information, and it will be too expensive to go through it all. See Are You Properly Preserving Your Electronic Documents?, Calfee, Halter & Griswald, 2006.
This article sets out 4 steps the IT department should take: New Federal Discovery Rules are Coming. How Can IT Get Ready? by Kevin B. Roden, Sarbanes-Oxley Compliance Journal, 7-7-06. Another great how-to article: Create the Perfect ESI Policy by Dean Gonsowski, E-Discovery Advisor Magazine.
This article details the rule changes, with a link to the text of the rule changes: E-Discovery Amendments to the Federal Rules of Civil Procedure Go Into Effect Today by Preston, Gates, Ellis, LLP. Note the "safe harbor" provision, described by the article as follows: "This rule provides that, absent exceptional circumstances, a court may not impose sanctions on a party for failing to provide electronically stored information lost as a result of the routine, good-faith operation of an electronic information system."
Instant messaging, voicemail and web-based e-mail should not be ignored, as these are discoverable too. E Discovery May Target Unexpected Sources by David Sumner and Damon Reissman, E-Commerce Law & Strategy, December 4, 2006.
Also see: New Rules Tighten Requirements for Electronic Document Discovery by Ogletree Deakins, Nash Smoke and Stewart PC, Nov. 2006; EDD-ucating Yourself About Electronic Discovery by Dennis Kennedy and Tom Mighell, ABA Law Practice Today, Oct. 2006. For a somewhat older, but useful article that addresses records retention issues pre-litigation (or expectation of litigation), see Electronic Discovery: Understanding Preservation Obligations, the Potential for Cost-Shifting, and Current Developments by William R. Denny, Findlaw.com, 2005.
See our prior post: Pending Federal Rules Changes Regarding Electronic Discovery.