Information Technology Services – Dr. Susan Dunnavant, Acting Chief Information Officer

Last Revised: 11/09/2016

Title: Electronically Stored Information Preservation Policy

Applicable: Furman University (Students, Staff, Faculty, and Affiliates)

Contacts: IT Service Center ext. 3277

Background: With the Federal Rules of Civil Procedure allowing for the discovery of electronically stored information (ESI) to be used during the course of litigation, it has become necessary to create a policy that outlines the University’s duty to preserve all ESI that may be relevant during litigation.

Policy: In the event electronically stored information (ESI) is needed for litigation purposes, Furman University will preserve all potentially relevant data until the hold has been terminated.

Guidelines:

  • Individuals must comply with all University policies surrounding litigation procedures.
  • The Director of Systems and Networks will be responsible for ensuring the following procedures are carried out:
    • Preserving all ESI on back-up systems that may be relevant to the litigation.
    • Establishing the temporary ESI archival system for all faculty and staff who receive a preservation notice.
    • Preparing documentation of all relevant preserved ESI.
    • Sending periodic reminders of preservation notices.
  • University Counsel will advise the Assistant Vice President for Human Resources, Dean of Faculty, and Chief Information Officer/Director of Systems and Networks when the preservation hold is to be terminated. Upon termination of the preservation hold, all information held in the temporary archival systems will be destroyed. Other University data will follow the preservation policies described in the University’s records management policy. 
  • The Assistant Vice President for Human Resources and Dean of Faculty will work with the Chief Information Officer/Director of Systems and Networks to develop a faculty and employee training program on e-discovery and retention obligations, as well as provide for auditing practices to ensure compliance with this policy.
  • The Assistant Vice President for Human Resources and Dean of Faculty will work with the Chief Information to develop a faculty and employee training program on e-discovery and retention obligations, as well as provide for auditing practices to ensure compliance with this policy.

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