Litigation Holds/ E-Discovery

Data preservation

The University of Iowa is required to preserve electronically stored information relevant to actual or potential litigation. Electronically stored information can be found in databases, digital diagrams, digital images, documents, e-mail, file fragments, instant messages, metadata, spreadsheets, text messages, etc.

This site's objective is to provide guidance to individuals involved in legal proceedings with preserving all electronic data relevant to that litigation. 

 All issue/ case related electronic documents, emails and files in a user’s possession, must be copied into a designated preservation space, path to this space is listed in the e-mail/ letter sent to the user. Files will be stored in this secure/private preservation area until the case goes to court. Directions on how to access University provided preservation space to back up your information can be found using these resources or with the assistance of the ITS Help Desk.

If you have a question that is not here and you need assistance with University related legal proceedings contact the Office of the General Counsel at general-counsel@uiowa.edu or call (319) 335-3696. For University of Iowa Hospitals and Clinics related legal proceedings contact UIHC Legal Services at (319) 356-2462. For any computer related assistance, email the ITS HelpDesk at its-helpdesk@uiowa.edu or call (319) 384-HELP (4357).

 

Getting Started

Each user will have a case ID assigned folder created for them. The folder structure under the Case ID will be as follows.

Case ID

/User Name

  • | -Email
  • | -Documents
  • | -Other

Users are required to copy the relevant information into the appropriate folders. Depending on the Operating System (OS), follow the appropriate instructions below.

 

Windows Users

Access your preservation space, using the listed share-path in your litigation notification (e-mail or letter you would have received). For details, click "Accessing the Preservation Share" link below.

Double click on the case ID and go to the appropriate folder to start copying all relevant data.

 

Email

Microsoft Outlook

  • Drag and drop the email to your selected case identity folder. (This method copies the header and footer information crucial to the investigation)
  • To drag and drop left click on the email to be preserved. While holding down the left mouse button, drag the item to the destination/ folder, then release the mouse button.
  • Alternate method to copy your email. From within Outlook, click the File menu, select Save As. In the "Save As window", browse to the destination folder. From the Save As Type pull down menu, select Outlook Message Format (.msg). Click Save button.

Other email clients

  • Make sure that saved email contains full headers.
  • Make sure that saved email is in human readable format where possible.

Documents and Other

Navigate to the document/other folder via Windows Explorer or My Computer then drag and drop appropriate document files into them.

 

Mac OS Users

Access your preservation space, using the listed share-path in your litigation notification (e-mail or letter you would have received). For details, click "Accessing the Preservation Share" link below.

Double click on the case ID and go to the appropriate folder to start copying all relevant data.

Email

Microsoft Outlook

  • Drag and drop your files into your litigation case ID folder. (This method copies the header and footer information crucial to the investigation)

Other email clients

  • Make sure that saved email contains full headers.
  • Make sure that saved email is in human readable format where possible.

Documents and Other

Navigate to your litigation share folder, drag and drop the files into the appropriate folder.

 

Voicemail Preservation

The UI Voice mail preservation mailbox is  8-1999.  Use the “give” function of the voice mail system to this mailbox number, where the voice message will be preserved by the Office of the General Counsel until the case is dismissed or until the legal discovery process is engaged.

Instructions:

  1. Play the message (or at least a portion of it so you identify it’s the right one)
  2. Press G to give, then enter the mailbox number (8-1999) followed by # (pound)
  3. You are then prompted to “record additional comments”, where you should state your name, and the case number assigned to you in the litigation hold memo.
  4. After recording these comments, press X to send it to the preservation mailbox, and wait for the confirmation prompt “Your comments and a copy of your message sent”. It’s important to hear that confirmation before deleting it from your (original) voice mailbox.

Note:  You cannot call the preservation mailbox or otherwise access it once you have sent your voice message to it. Contact the Office of the General Counsel if you have any questions about the need to retain a relevant voice message, or the disposition of a message once it’s been sent to the preservation mailbox. 

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