Do you have a Preserve and Protect Policy??
MaryB
15 Posts
Am curious who out there has a preserve and protect policy (for email etc) with regards to litigation complaints when you receive notice that a case is on the horizon. Would love to see language or procedure samples. Thanks!
Comments
PORK
We do not have one. I am curious to see what other posters have in place.
Gene
Gene
Therein lies the answer to your query. What the hell does it mean to 'receive notice that a case is on the horizon'? That could range from seeing the process server sauntering up the sidewalk all the way to hearing the fat woman in receivables tell somebody her cousin heard someone say a friend heard somebody might be suing you. Would you suggest a company have a policy in place to 'lock down' the computers at that point?
Discovery is discovery. It all will sort itself out. Clever avoidance of discovery depends on what the definition of is is.
There really is no way to have a definite policy in place. All that an opposing attorney can really expect is that you provide whatever documents you have that are not already protected by some form of attorney client privilege. In other words, realistically, you can only provide what information you have available. IF you know that a charge or a lawsuit etc. is coming, take measures to communicate that all forms of communication needs to be retained. Understand, that as was communicated earlier, this can come back to bite you, if you have someone that is not professional in their communications.
It is not reasonable to expect an employer to keep every document, every day, that is created within the act of conducting business. When you are finally sued, give your documents to your attorney, let them decide what needs to be given to opposing counsel, sit back, drink a beer, and play some Buffett.
We create emails when developing policies that are deleted after read and implemented. We change policies based on business needs (I suggest keeping a binder with old policies handbooks, etc. that are given to ees. Also benefit plans, etc. That way you always have a copy of discovery requests). If they ask for it and you don't have it, you don't have it. Chances are they will depose someone with knowledge of the development/policy and that will suffice. Only time you get in trouble is when you delete documents after you are served with requests. Otherwise, take out the trash.
BTW, a fast track to sue is not only in CA. The EEOC can do this at the request of the Charging Party. Can also do at the request of the employer, most cases this requires the Charging Party to agree to that. Doesn't really change anything, except that instead of talking nice to the agency and getting extensions, you are typically going to have to respond to the complaint (lawsuit) in 28 days. I know that documentation is the best way to support the employers argument for why somethiing occurred, but you just have to use your common sense to determine if something needs to be retained.