The Preservation Hold process is comprised of several stages.

ESI Preservation Coordinator Tasks

    • Step #
    • Task
    • Overall Responsible
    • Personnel
  • Phase 1: Initiation
    • Step 1
    • Institution notified of a new legal matter and requested to provide IT contacts for named persons.
    • OGC
    • ESI Preservation Coordinator
    • Situational
    • Specific precautions may be considered dependending on the nature of the new legal matter and named persons.
    • ESI Preservation Coordinator
    • Situational
    • NetID status determined for named persons identified as former employees or students. Active NetIDs are placed on hold to prevent lifecycle processes from eliminating NetID-authenticated accounts. OGC notified of inactive NetIDs.
    • ESI Preservation Coordinator
    • Step 2
    • Institution acknowledges new hold in AccessData EDiscovery and provides identified IT contacts to OGC.
    • ESI Preservation Coordinator
    • Step 3
    • Preservation Personnel notified of new hold through AccessData EDiscovery.
    • OGC
    • ESI Preservation Coordinator, Preservation Personnel
    • Step 4
    • Preservation Personnel acknowledge new hold within AccessData EDiscovery.
    • Preservation Personnel
    • Step 5
    • Custodians notified of new hold.
    • OGC
    • Step 6
    • Custodians acknowledge new hold within AcessData EDiscovery.
    • Custodians
    • Step 7
    • New hold record created in accordance to the guidelines within the TAMUS Standard: Preservation Holds.
    • ESI Preservation Coordinator
  • Phase 2: Identification
    • Step 1
    • Custodians sent E-Discovery questionnaires through AccessData EDiscovery.
    • OGC
    • Custodians
    • Step 2
    • E-Discovery questionnaires completed within AccessData EDiscovery.
    • Custodians
    • optional
    • Unit IT assistance requested and/or provided to complete questionnaire.
    • Custodian, Preservation Personnel
    • Step 3
    • E-Discovery questionnaires forwarded to institution and relevant Preservation Personnel.
    • OGC
    • ESI Preservation Coordinator, Preservation Personnel
  • Phase 3: Preservation
    • Step 1
    • Immediately start preserving relevant ESI when instructed by OGC.
    • Custodians
    • Preservation Personnel, ESI Preservation Coordinator
    • optional
    • Assist custodians with technical questions related to the preservation of ESI.
    • Preservation Personnel
    • Custodians, ESI Preservation Coordinator
    • Step 2
    • Enable NetID holds and email holds on all applicable TAMU Exchange and TAMU Gmail mailboxes for custodians.
    • ESI Preservation Coordinator
    • Situational
    • Enable email holds on mailboxes not hosted on TAMU Exchange or TAMU Gmail (i.e. department/college/division mail server) for custodians.
    • Preservation Personnel
    • optional
    • Request guidance on the act of preserving ESI from ESI Preservation Coordinator.
    • Preservation Personnel
    • ESI Preservation Coordinator
  • Phase 4: Collection
    • Step 1
    • Await OGC instructions to collect ESI.
    • OGC
    • ESI, Preservation Coordinator, Preservation Personnel, custodians
    • Step 2
    • Provide instruction and guidance for collection.
    • ESI Preservation Coordinator
    • Preservation Personnel
    • Step 3
    • Collect and submit ESI to OGC per instructions.
    • ESI Preservation Coordinator
    • Preservation Personnel, custodians
    • Step 4
    • Maintain hold on ESI until notified by OGC to release.
    • ESI Preservation Coordinator, Preservation Personnel, custodians
    • OGC
  • Phase 5: Finalization
    • Step 1
    • Await official announcement from OGC notifying institution that the hold has been closed.
    • OGC
    • ESI Preservation Coordinator, Preservation Personnel, custodians
    • Step 2
    • Maintain collected data per OGC instruction/records retention schedule after the hold has been closed.
    • ESI Preservation Coordinator
    • Step 3
    • Destroy collected ESI after the records retention schedule has been met.
    • ESI Preservation Coordinator

Note: The time frame between the initiation of a hold, collection of preserved ESI, and finalization of a hold can range between months and years. After the hold is lifted, all relevant ESI is still subject to the records retention schedule.