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Authenticating Electronic Evidence: From Collection to Production

By David Chaumette and Brad Harris
April 27, 2006

In today's highly litigious society, the great deal of electronically stored information (ESI) flying around can complicate the resolution of disputes. Depending on the industry and the individual, electronic documents may exist on home computers, laptops, PDAs, voice-mail systems and flash drives, as well as on corporate-based servers, archiving systems and network share drives. Yet, many companies wait until litigation begins, or even later, to consider electronic data and preservation issues. This can result in greater expense and a higher risk of mistakes. For example, if documents are missed or if the wrong documents are turned over to the requesting party, a company can expose itself to spoliation fines or worse ' unknowingly reveal the potential 'smoking guns.'

Authentication is Key

Evolving technologies, such as e-mail archiving and enterprise content management (ECM) systems, hold the golden promise of helping companies manage the millions of e-mails and other ESI created on a daily basis. However, these systems are not a cure-all solution. Once a duty to preserve arises, either as a result of a discovery request or anticipated litigation, a company must ensure that files (including the relevant, related metadata) are no longer deleted or altered in any way. With a records management system in place, this may include a 'litigation hold' to preserve the asset in the file repository. In other cases, the custodian of the file must be instructed to prevent destruction or spoliation ' on a desktop, laptop, PDA or other personal device. An even more reliable and legally defensible approach is to make a forensic copy of relevant files and store them in a secure, separate repository that preserves chain of custody and the underlying metadata. This process should take place as soon as the litigation is anticipated, which may be long before a lawsuit is actually on file.

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