Litigation Hold
Anytime the University reasonably expects it might be sued, it must take steps to preserve relevant evidence.
UTSA may put a Litigation Hold on computers or other equipment that might contain relevant evidence which stops the routine destruction or deletion on electronic information. The Office of Information Technology/Information Security (OIT/ISO) preserves your e-mails, hard-drive files and network files. An employee on Litigation Hold must make sure they do not delete e-mail or electronic documents that are relevant to the hold. Litigation Hold is a simply a way for the University to preserve potential evidence.
Evidence can be in:
PAPER FORM |
ELECTRONIC FORM |
Letters, Memoranda, Contracts |
E-mails and Attachments |
Handwritten Notes |
Word documents |
Paper Calendars |
Outlook Calendars |
Telephone Messages |
Scanned-in Documents |
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If an employee is on Litigation Hold they would receive a Litigation Memorandum from the Office of Legal Affairs. The memorandum will state that your computer is Litigation Hold and the specific case for which you might have relevant information. The memorandum will contain specific directions and information. You will then receive a questionnaire from OIT/ISO asking your to identify any/all computers or other electronic equipment that you use to conduct business at UTSA.
Here are some do's and don'ts if you receive a Litigation Hold memo.
| DO: |
DO NOT: |
| Read the Memo carefully. |
Panic. |
Complete the OIT/ISO questionnaire promptly and accurately and return it to OIT/ISO. |
Delete files or e-mails that contain relevant information. |
Accommodate OIT/ISO staff when they come to image your hard-drive. |
Replace your computer, install new software or re image your hard drive without contacting first OIT/ISO. |
Save all newly created relevant documents to the i-drive. |
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