Required Protocols for DIY E-Discovery
If you are going to drive yourself to the airport, it might be useful to have a map or GPS, a copy of the Highway Traffic Act, and a licensed driver who follows the rules. In e-discovery if you are not going to get some qualified help, you should develop internal protocols to establish the defensibility of your processes. For example:
1.1. Protocol for Requesting Client Data
1.1.1. Pursuant to E-Discovery letter that accompanies every litigation Retainer
1.2. Protocol for Shipping Client Data (by Client)
1.2.1. Identification
1.2.2. Methods of packing
1.2.3. Approved shippers
1.2.4. Chain of custody initiation
1.2.5. Security
1.2.6. Address and contact person
1.2.7. Shipment tracking and follow-up
1.3. Protocol for Receiving Client Data
1.3.1. Authorized contact person
1.3.2. Chain of custody, security and access
1.3.3. Shipment tracking and follow-up
1.3.4. Acknowledgment of receipt
1.3.5. Checking for damage
1.3.6. Inventory
1.3.7. Notification of legal team
1.3.8. Instructions re:
1.3.8.1. Storage
1.3.8.2. Analysis
1.4. Protocol for Analysis of Client Data
1.4.1. Chain of custody
1.4.2. Security and access
1.4.3. Write blockers
1.4.4. Use of approved tools
1.4.5. Approved procedures
1.4.6. Reporting
1.4.7. Outsourcing, e.g.
1.4.7.1. Tapes
1.4.7.2. Legacy formats
1.4.7.3. High volume
1.4.7.4. High risk
1.4.8. Offensive content
1.4.9. Segregation
1.4.10. Backup
1.5. Protocol for Conversion of Client Data (Internal)
1.5.1. Preservation of metadata
1.5.2. Chain of custody
1.5.3. Security and access
1.5.4. Offensive content
1.5.5. Quarantine
1.5.6. Segregation
1.5.7. Backup
1.5.8. Use of approved tools
1.5.8.1. Training
1.5.8.2. Qualifications
1.5.8.3. Approved procedures
1.5.9. Documentation
1.5.10. Anomalies and exceptions
1.5.11. Reporting
1.5.12. Storage of original data
1.6. Protocol for Conversion of Client Data (External)
1.6.1. See shipping protocol
1.6.2. Verify vendor protocols
1.6.2.1. Chain of custody
1.6.2.2. Security and access
1.6.2.3. Storage
1.6.2.4. Segregation
1.6.2.5. Backup
1.6.2.6. Return, archive, delete
1.6.2.7. Offensive content
1.6.2.8. Quarantine
1.6.2.9. Anomalies and exceptions
1.6.2.10. Reporting
1.7. Protocol for Storage, Archive, Deletion or Return of Client Data
1.7.1. Chain of custody
1.7.2. File closing procedures
1.7.3. Law/Bar Society Guidelines
1.7.4. Security and access
1.7.5. Wiping
1.7.6. Confirmation in writing
1.7.7. Certificate of destruction
1.7.7.1. Outside services
1.7.8. Fees