IS 3350: Policy Report

IS 3350 Project
Victor Sabani
ITT Technical Institute
November 18, 2014

Table of Contents
Policy Statement 4
Purpose 4
Applicability 4
Definitions 4
Official Records Retention and Disposition Schedules 4
Litigation Hold 5
Litigation Holds 5
Legal Hold Notice 5
Record Retention Schedule 5
Institutional & Legal Records 5
Litigation Records 6
ADMISSIONS & FINANCIAL AID RECORDS 6
Financial Aid 6
Registrar 7
Enrolled Student Files 7
For Each Employee 7
Sample Litigation Hold Letter 8
Checklist to Follow for Litigation Hold 10
References 11

Policy Statement
This policy is made so people in charge of student and finical data know what to do.
Purpose
The purpose of this policy is to understand what needs to be done with documents that contain
This policy applies to all student workers, staff, independent contractors, and volunteers (College, 2010). Anyone that will be in contact with PII documents, or finical records.
Definitions
Official Records Retention and Disposition Schedules
Record retention has been told to each department and is also outlined in this policy.
Litigation Hold
A “litigation hold” is one to stop any document from being destroyed that pertains to a lawsuit. The lawsuit must be filed or is ready to be filed.
Litigation Holds
Legal Hold Notice
In the event that a legal actions are taken on certain files the CFO will provide the correct path to the information. The records that are on hold may not be destroyed in accordance to this policy.
Record Retention Schedule
Institutional & Legal
ITT ESI has learned that [name of litigant] has filed a lawsuit for [brief description of claim]. This letter does not mean that you are necessarily involved in the dispute. However, ITT is now under a legal duty to preserve all evidence, whether printed or electronic that might become relevant to this matter. Some of this information may be in your possession or control, and as an ITT employee, you have a legal duty to preserve that information. The purpose of this letter is to explain to you what that obligation means.
A team of [name members of team] has been charged to manage this situation, and has identified the following information as being potentially relevant to the dispute: [describe general subject matter of information]. That information may be located in: [identify likely source locations]. You are required to take the following steps immediately to protect and preserve any of that information that is in your possession or under your control until further notice. Specifically, you will need to do the following