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When Should Records Be Retained or Destroyed ' or Not?

By Whitney Adams
September 01, 2006

Numerous courts have imposed sanctions on companies for negligent spoliation of documents under records-retention/destruction policies as punishment for violation of the common-law duty to preserve records when litigation is reasonably anticipated. See, E*Trade Securities LLC v. Deutsche Bank AG, 230 F.R.D. 582 (D. Minn. 2005); Broccoli v. Echostar Communications Corp., 229 F.R.D. 506 (D. Md. 2005); and Zubulake v. UBS Warburg, L.L.C., No. 02C1243, 2004 WL 1620866 (S.D. N.Y. July 20, 2004) (Zubulake V).

In the aftermath of these cases, many companies have implemented litigation-hold policies to preserve potentially relevant documents.

Aside from the significant logistical issues in implementing litigation-hold protocols, inconsistencies in the case law have created major legal uncertainties on important questions such as:

  • When is litigation 'reasonably anticipated' (the so-called 'trigger' issue)?;
  • What is the scope of the duty?; and
  • What steps must be followed to fulfill the preservation obligation (so-called 'implementation' issues)?

The Sedona Conference (http://www.thesedonaconference.org/) has established a special project team of its working-group series specifically to study and debate these issues and, it hopes (as do others), to issue guidelines on best practices for implementing litigation holds. The group may issue a draft for public comment before the end of the year.

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