Legal Contract Templates Record Retention Schedule Change Form

How to write my Record Retention Schedule Change Form document

company name Retention Schedule Change Request Form current date Division Department. Insert division or department name Name of Requestor. Insert name of person requesting change Type of Record Name. Insert type of record to be changed Change Request. Complete information regarding the request for change Reason for Change to Retention Schedule. in the space below provide an explanation for the change i. e. legal business or audit requirement. Approved By signator authorized signature or signer.

Division Department Manager PRINTED NAME Division Department Manager AUTHORIZED SIGNATURE DATE Records Administrator PRINTED NAME Records Administrator AUTHORIZED SIGNATURE DATE Legal PRINTED NAME Legal

AUTHORIZED SIGNATURE DATE Change Effective in Schedules or Policy. DATE

How to write my Formal Record Hold Investigation Form document (alternate or related contract document)

company name Formal Hold Investigation Form current date Records Custodians Name. Insert name of record keeper Legal Hold Team Representative. Insert name of representative Case ID Number. contract reference number Request for Legal Hold Information. Provide the details of the case and instructions to list and identify content. Use this form to document the articles that need to be preserved as part of the litigation hold. Data Owners Name Content Description Data Collection Site file share mailbox backup workstation smart phone etc. Data Custodians Network and or Physical Location mapped drive file cabinet Preserve

Article. n Preservation method Filled in by Litigation Response Team

Writing the Application for Records Retention Form document (alternate or related contract document)

company name Application for Records Retention Form Dept. Name. Department Location. Building Department Manager. Name Title Phone Email Department Records Liaison. Name Title Phone Email Describe the content of the records to be stored such as. Invoices Contracts Sales Orders Bid Documents Annual Review etc. List Record Types Retention i. e. year Legal Regulations

SOX HIPPA PCI etc. Media Type Physical or Electronic Search Metadata Access Requirements Estimated Volume pages or file size 1. Record Type 2. Record Type 3. Record Type 4. Record Type 5. Record Type 6. Record Type 7. Record Type 8. Record Type 9. Record Type 10. Record Type PRINTED NAME AUTHORIZED SIGNATURE DATE

How do you write a Release of Legal Hold Notice Form document? (alternate or related contract document)

company name Release of Legal Hold Notice Form current date Records Custodians Name or Department. Insert name of record keeper Case ID Number. contract reference number Release of Legal Hold This is to provide notification to the records owners departments of the release of data and company name will resume normal retention and destruction processes. If records were scheduled for destruction during the litigation hold period the records department will proceed with the destruction process outlined in the Records Program Policies and Procedures. List of records that were under legal hold for specified owner or department Data Owners Name Content Description Data Collection Site file share mailbox backup workstation smart phone etc. Data Custodians Network and or Physical Location mapped drive file cabinet

Requires signature of the department or records owner for acknowledgement of the notification. PRINTED NAME AUTHORIZED SIGNATURE DATE

How do you write a Formal Record Hold Notice Form document? (alternate or related contract document)

company name Formal Litigation Hold Notice Form current date Records Custodians Name. Insert name of record keeper Name of Requestor. Insert name of person requesting record hold Case ID Number. contract reference number Detailed Legal Hold Information. Provide the details of the case and instructions to implement the Hold Notice Procedure * List the nature and specifics of the complaint or threat * Identify the party making the claim

Notice of intent to investigate. * Local workstation Laptop and or department computer * Personal share or personal folders on servers * Home computer or smart phones * Email journals backups and archives * Removable storage media

* Physical department files on and off site Use the Formal Hold Investigation Form to list all relevant documents. You will be notified after the content has been reviewed and the records to be placed on hold have been verified. Requires signature of the department or records owner for acknowledgement of the notification. PRINTED NAME AUTHORIZED SIGNATURE DATE

How do you write a Authorization for Records Destruction Form document? (alternate or related contract document)

company name Authorization for Records Destruction Form Dept. Name. Department Location. Building Authorized Content Owner Or Department Manager. Name Title Phone Email Department Records Liaison. Name Title Phone Email Describe the content of the records to be destroyed such as. Invoices Contracts Sales Orders Bid Documents Annual Review etc. List Record Types Retention i. e. year Media Type Physical or Electronic Volume pages or file size Disposition Method Shred Delete etc Disposition Date 1. Record Type 2. Record Type 3. Record Type 4. Record Type 5. Record Type 6. Record Type 7. Record Type 8. Record Type 9. Record Type 10. Record Type I certify that no legal hold has been placed on the records listed above and that they are past the retention period specified by the company name Retention Schedule and that all regulatory audits have been reviewed.

PRINTED NAME AUTHORIZED SIGNATURE DATE WITNESS NAME SIGNATURE DATE