Electronic Information Systems: The Evolution of Records Retention Policies

» Articles » Tax Articles » Article

May 13, 2007


Intel's document retention policy demonstrates a shift in records retention and litigation. In the paper world, destruction of corporate records usually was accompanied by some evidence of malicious intent—like Lieutenant Colonel Oliver North and Arthur Andersen shredding stacks of documents in apparent attempts to thwart investigation efforts.1

In the new electronic world, information can be destroyed even absent such affirmative action because the vast majority of corporate records are electronic. Now, even routine operation of an Information Technology (IT) system can result in the destruction of electronically stored information (ESI). The new Federal Rules of Civil Procedure (FRCP) addressing ESI and its treatment in federal cases recognize this reality:

The 'routine operation' of computer systems includes the alteration and overwriting of information, often without the operator's specific direction or awareness, a feature with no direct counterpart in hard-copy documents. Such features are essential to the operation of electronic information systems. (emphasis added)

The "routine, good faith operation" of IT Systems must be suspended in the case of litigation: "[w]hen a party is under a duty to preserve information because of pending or reasonably anticipated litigation, intervention in the routine operation of an information system is one aspect of what is often called a 'litigation hold.'" The duty to preserve "extends to those employees likely to have relevant information — the 'key players' in the case."2

Continue reading below

FREE Tax Training from Lorman

Lorman has over 37 years of professional training experience.
Join us for a special white paper and level up your Tax knowledge!

Miscellaneous 1099 Issues
Presented by Jennifer A. Driskill CPA, M.B.A.

Learn More

--------------------------------------------------------------------------------
1. See Arthur Andersen LLP v. United States, 544 U.S. 696, 698-702, 125 S.Ct. 2129, 2132-33, 161 L.Ed.2d 1008 (2005).
2. Judge Scheindlin of the United States District Court for the Southern District of New York famously set forth preservation standards for ESI in the context of a dispute involving UBS Warburg. See Zubulake v. UBS Warburg, LLC, 220 F.R.D. 212, 217-18 (S.D.N.Y. 2003) ( "Zubulake IV").


The material appearing in this web site is for informational purposes only and is not legal advice. Transmission of this information is not intended to create, and receipt does not constitute, an attorney-client relationship. The information provided herein is intended only as general information which may or may not reflect the most current developments. Although these materials may be prepared by professionals, they should not be used as a substitute for professional services. If legal or other professional advice is required, the services of a professional should be sought.

The opinions or viewpoints expressed herein do not necessarily reflect those of Lorman Education Services. All materials and content were prepared by persons and/or entities other than Lorman Education Services, and said other persons and/or entities are solely responsible for their content.

Any links to other web sites are not intended to be referrals or endorsements of these sites. The links provided are maintained by the respective organizations, and they are solely responsible for the content of their own sites.