The Preservation Hold process is comprised of several stages.

Note: The time frame between the initiation of a hold, collection of preserved ESI, and finalization of a hold can range between months and years. After the hold is lifted, all relevant ESI is still subject to the records retention schedule.

Phase 1: Initiation

Step # Task Overall Responsible Personnel
Step 1 Institution notified of a new legal matter and requested to provide IT contacts for named persons. OGC ESI Preservation Coordinator
Situational Specific precautions may be considered depending on the nature of the new legal matter and named persons.   ESI Preservation Coordinator
Situational NetID status determined for named persons identified as former employees or students. Active NetIDs are placed on hold to prevent lifecycle processes from eliminating NetID-authenticated accounts. OGC notified of inactive NetIDs.   ESI Preservation Coordinator
Step 2 Institution acknowledges new hold in AccessData EDiscovery and provides identified IT contacts to OGC.   ESI Preservation Coordinator
Step 3 Preservation Personnel notified of new hold through AccessData EDiscovery. OGC ESI Preservation Coordinator, Preservation Personnel
Step 4 Preservation Personnel acknowledge new hold within AccessData EDiscovery.   Preservation Personnel
Step 5 Custodians notified of new hold.   OGC
Step 6 Custodians acknowledge new hold within AcessData EDiscovery.   Custodians
Step 7 New hold record created in accordance to the guidelines within the TAMUS Standard: Preservation Holds.   ESI Preservation Coordinator

Phase 2: Identification

Step # Task Overall Responsible Personnel
Step 1 Custodians sent E-Discovery questionnaires through AccessData EDiscovery. OGC Custodians
Step 2 E-Discovery questionnaires completed within AccessData EDiscovery.   Custodians
optional Unit IT assistance requested and/or provided to complete questionnaire.   Custodian, Preservation Personnel
Step 3 E-Discovery questionnaires forwarded to institution and relevant Preservation Personnel. OGC ESI Preservation Coordinator, Preservation Personnel

Phase 3: Preservation

Step # Task Overall Responsible Personnel
Step 1 Immediately start preserving relevant ESI when instructed by OGC. Custodians Preservation Personnel, ESI Preservation Coordinator
optional Assist custodians with technical questions related to the preservation of ESI. Preservation Personnel Custodians, ESI Preservation Coordinator
Step 2 Enable NetID holds and email holds on all applicable TAMU Exchange and TAMU Gmail mailboxes for custodians.   ESI Preservation Coordinator
Situational Enable email holds on mailboxes not hosted on TAMU Exchange or TAMU Gmail (i.e. department/college/division mail server) for custodians.   Preservation Personnel
optional Request guidance on the act of preserving ESI from ESI Preservation Coordinator. Preservation Personnel ESI Preservation Coordinator

Phase 4: Collection

Step # Task Overall Responsible Personnel
Step 1 Await OGC instructions to collect ESI. OGC ESI Preservation Coordinator, Preservation Personnel, Custodians
Step 2 Provide instruction and guidance for collection. ESI Preservation Coordinator Preservation Personnel
Step 3 Collect and submit ESI to OGC per instructions. ESI Preservation Coordinator Preservation Personnel, Custodians
Step 4 Maintain hold on ESI until notified by OGC to release. ESI Preservation Coordinator, Preservation Personnel, Custodians OGC

Phase 5: Finalization

Step # Task Overall Responsible Personnel
Step 1 Await official announcement from OGC notifying institution that the hold has been closed. OGC ESI Preservation Coordinator, Preservation Personnel, Custodians
Step 2 Maintain collected data per OGC instruction/records retention schedule after the hold has been closed.   ESI Preservation Coordinator
Step 3 Destroy collected ESI after the records retention schedule has been met.   ESI Preservation Coordinator