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BHM NFP, Inc. Bueneman , Hunter, Mascarello November 19, 2013

BHM NFP, Inc. Bueneman , Hunter, Mascarello November 19, 2013. Agenda. Overview Prioritization Litigation Path Forward Records Management Strategy and Implementation Plan Recommendation Organization Design and Funding Recommendation. Litigation Response. Carrie Bueneman.

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BHM NFP, Inc. Bueneman , Hunter, Mascarello November 19, 2013

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  1. BHM NFP, Inc. Bueneman, Hunter, Mascarello November 19, 2013

  2. Agenda • Overview • Prioritization • Litigation Path Forward • Records Management Strategy and Implementation Plan Recommendation • Organization Design and Funding Recommendation

  3. Litigation Response Carrie Bueneman

  4. Litigation Response Step 1: Contact Human Resources • Obtain personnel records for individual(s) involved • Obtain complaints on file for subject in question Step 2: Connect with IT to Initiate Identification of Records • Identify all possible electronic data sources and understand IT’s policy on backing up these electronic communications (i.e., email, voicemail, instant messages, pictures, other electronic files, etc.); create a data map to ensure we’ve identified all record sources • Initiate a legal hold on all communications (until dismissal of litigation) to preserve documents relevant to the litigation • Moving forward, all electronic communications will be backed up daily

  5. Litigation Response Step 3: Initiate Paper Collection Process with Individual Party • Ask for any written correspondence he has with parties involved; this includes files he may have at home • Remove all communications on his desk, in file cabinets, on his bulletin board • Obtain his company cell phone; contact phone company to retrieve records • Provide all paper records to legal counsel Step 4: Hire Third Party to Assist with Electronic Collection Process • Connect IT and third party so they understand where data is stored electronically • They must have access to electronic discovery tools to help cull the records collected • One to two individuals to perform e-discovery using software they have available • They must be able to store/preserve records for the litigation in their facilities

  6. Records Management Strategy and Implementation Plans Heather Mascarello

  7. Records Program Strategy

  8. Organization Structure and Funding Valeria Hunter

  9. Organization Chart No changes recommended to structure of existing external operations

  10. Litigation Expenses (estimated)

  11. Records Program Budget *Records Coordinator moves to part-time; and Archivist returns to full-time position in implementation phase of Records program. Continue Intern program with local university to fill gaps and promote records management education

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