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Communicate the written policy to all employees and clients.
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Hold a live seminar with key supervisors to review the policy and answer questions.
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Be explicit about which documents should be retained.
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Establish a procedure for preparing and collecting documents both in the field and in all offices.
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Prohibit any business-related communication between employees on private cell phones.
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Prohibit archiving of records at non-business sites.
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Clearly label and organize retained files to assist with searches.
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Keep a backup of files stored at a site outside of the business
premises if retaining documents digitally without any physical copies
being kept.
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Suspend all destruction of records for a particular project upon
receiving verbal or written notice of potential claims being asserted.
Destruction of files after receiving notice of a potential claim can be
interpreted by a judge or jury as an attempt to improperly destroy
evidence, known as spoliation, which can result in evidentiary
sanctions being imposed.
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