By Heather Minx
E-discovery has taken over from DNA as the most popular form of evidence in trials. The prevalence, and importance of email is our personal and professional lives is well known. That makes it fertile ground for litigation and the gathering of evidence. Email archiving makes the gathering of evidence in this way possible.
E-discovery is the method by which lawyers can request email information from companies to aid an investigation. Email archiving is mandated by law for just this reason. There are several things any business needs to know about e-discovery, and we’re going to discuss them here.
E-discovery applies to any electronically stored information (ESI). That includes social media, Instant Messaging, chat, and email. An email archive solution should include all ESI to fully comply. As new electronic communication methods evolve, the solution will have to include those too.
Alongside email data, instant messages and social media, ESI can also include databases, email attachments, email headers, and even metadata within an electronic document. A solid email archive should be able to store data in its original format, without destroying any of this data.
The main piece of legislation for civil cases is the Federal Rules of Civil Procedure (FRCP). It outlines obligations under the rules to assist in bringing cases to court. The rules are numerous, but there are three main rules that are useful to know.
They are:
- Rule 26 General Provisions Governing Discovery; Duty of Disclosure. This rule outlines the process for discovery including exemptions to the discovery process and a meeting between parties to discuss the organization of the process.
- Rule 34 – Production of Documents, Electronically Stored Information, and Things and Entry Upon Land for Inspection and Other Purposes. The main rule relating to e-discovery.
- Rule 37 – Failure to Make Disclosures or Cooperate in Discovery; Sanctions. This rule states the court cannot sanction the responding party for failing to provide ESI that was lost as a result of routine computer operations.
It would be useful for any business operating in the US to know each of these three rules. They form an important part of e-discovery, and will probably make their presence known at one point or another.
Another aspect of e-discovery is preserving the stored data from destruction while a case is being prepared. There is a mechanism called a Litigation Hold, which is designed to stop companies destroying incriminating data before it’s brought to court.
When a company is informed of an impending civil litigation, a Litigation Hold may be requested to enforce the preservation of all email archives to ensure the data is available for evidence. All data overwrites, destruction or other removal has to be stopped until the case is finished.
E-discovery and email archiving is a huge, contentious subject. It takes a trained lawyer to know the vagaries of such things, so it’s essential to seek professional legal advice if you receive an e-discovery request and you aren’t sure what to do.
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