Peer to Peer Magazine

Winter 2017

The quarterly publication of the International Legal Technology Association

Issue link: https://epubs.iltanet.org/i/938151

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16 PEER TO PEER: THE QUARTERLY MAGAZINE OF ILTA | WINTER 2017 BEST PRACTICES CDs and Flash Drives and Hard Drives, Oh My! CDs and Flash Drives and Hard Drives, Oh My! No maer how far we get away from paper, we still end up with physical items that contain case data. Now we are inundated with materials of many different sorts: CDs, DVDs, thumb drives, hard drives and SD cards, to name a few. At least paper was easy to organize, inventory and file away neatly in Bankers Boxes - electronic media are not that simple. You might be asking yourself what to do with all the media piled up on desks, in closets or in the corner of your office. The answer is that with time and teamwork you organize, inventory, record and finally file it all away securely. And that is not as hard to accomplish as you might think. Here at Faegre Baker Daniels, we implemented an internal chain-of-custody process and protocol that has made everything quite straightforward. The Task Our internal information governance (IG) team decided to take action on the media that we had stored away and that we were receiving on a daily basis. We started by determining who was involved and how we received data. We discovered that data came to us in a variety of ways: from our ediscovery collection team, our internal legal teams and directly from our client. We needed to develop a process to track, securely store and be able to access the data for future use. We determined that the best solution would be to partner with our internal records management (RM) team, who already had a process in place to deal with paper. Aer many informative discussions with the RM team, the IG team came up with a process that would work well for our firm. While our implemented process is streamlined and easy to use, the development phase had its challenges and perils, and so we wanted to share some of the wisdom we gained. Some of the items may seem minor, but we found them to be essential to implementing a successful solution. The Process First, we needed a process to access media in a timely manner that would identify both what is on the media and the maer to which it pertains. Instead of reinventing the wheel, we decided to handle this situation the same way our RM team does — we use barcodes. Applying a barcoded sticker to a CD or hard drive is easy, but identifying the right hard drive in a box full by Joshua Johns and Jenni Smith

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