One of Kate Sandberg's clients, Electro Tech, has grown significantly in the last 10 years from a makeshift laboratory in an engineer's basement, to an electronics manufacturer employing over 200 people. Every week, the operations of the company produce hundreds of electronic documents including contracts, internal memoranda, financial records, and research data, in addition to the hundreds of
e-mails written by employees. All of these documents are archived in a central file server at the Electro Tech headquarters. Maintaining these archives is costly, and Electro Tech is increasingly concerned about the possibility of litigation. Electro Tech has asked Kate to help them develop a retention policy. What should be the basic elements of this retention policy?
What will be an ideal response?
The policy should establish a set of rules for when documents should be destroyed. This may depend on laws that apply to that particular industry. The schedule for destroying documents should be routine, and proceed in the ordinary course of their business. The policy should also include a litigation hold policy. This is a set of rules for determining which matters may result in litigation and for ensuring that documents related to those matters are not destroyed.
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