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Use the Formal Record Hold Notice Form to provide details of a legal case and list all relevant documents. This letter provides notice of documents to be reviewed and placed on hold so they will not be destroyed or disposed of.
Document Length: 1 Page
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Related documents may be used in conjunction with this document depending on your situation. Many related documents are intended for use as part of a contract management system.

Related Documents:
Formal Record Hold Notice Form
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How to write my Formal Record Hold Notice Form 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

Writing the Record Retention Schedule Change Form document (alternate or related contract 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

Writing the 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

How to write my 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 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 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

How do you write a Durable Power of Attorney Agreement document? (example of another included contract document)

DURABLE POWER OF ATTORNEY Declarations I contract first name contract last name the undersigned residing at Insert Address Insert City Insert State Insert Zip do hereby appoint Insert Designated Agent Name "Designated Agent" of Insert Designated Agent’s Full Address as my attorney in fact to handle all of my obligations and duties that handle on daily basis. Insert Designated Agent Name is hereby granted the power of delegation and substitution in regard to the administration of my obligations and duties. This Durable Power of Attorney shall become effective on the date below and shall remain in effect until my death. This Durable Power of Attorney may be rescinded by either party by providing written notice to both the undersigned and the Designated Agent. Agreements I hereby revoke as of the date on this agreement all previous powers of attorney in existence except for any Health Care Directive which shall remain in full force. Once executed by all listed parties and notarized this document shall be interpreted as my durable power of attorney and my authorization for my Designated Agent to have the full power and authority to act on my behalf as it relates to all of my property and affairs. In addition to the above powers and duties also wish my Designated Agent to make provisions for the following property and affairs.

Insert additional actions to be taken on behalf of the undersigned. I do hereby indemnify and hold harmless the person acting as my Designated Agent from and against any and all claims judgments awards costs expenses damages and liabilities including reasonable attorney fees of whatsoever kind and nature that may be asserted granted or imposed against Designated Agent directly or indirectly arising from or in connection with the execution of this Durable Power of Attorney as well as any error or omission made in good faith by my Designated Agent while carrying out such duties. Designated Agent shall not be held responsible for delay or failure in performance hereunder caused by acts of third parties nature strikes embargoes fires war or other causes beyond Designated Agent’s reasonable control. If any provision of this agreement is held to be unenforceable the enforceability of the remaining provisions shall in no way be affected or impaired thereby. This agreement and any disputes arising hereunder shall be governed by the laws of state or province without regard to conflicts of law principles. failure by any party to exercise or delay in exercising right or power conferred upon it in this agreement shall not operate as waiver of any such right or power. Designated Agent shall be compensated for his her services at rate of Insert rate here or as determined by law and shall be reimbursed for all expenses deemed ordinary and necessary that are incurred during the execution of any duties as my Designated Agent. Each party represents and warrants that on the date first written above they are authorized to enter into this Agreement in entirety and duly bind their respective principals by their signature below. EXECUTED as of the date written below. contract first name contract last name By signator authorized signature or signer.

Print name. Date when the contact was signed Insert Designated Agent Name By signator authorized signature or signer. Print name. Date when the contact was signed Acknowledgment This document was acknowledged before me on this current day day of current month current year by Insert Designated Agent Name Notarys full legal name

Notary public signature. Notary full name. Commission expiration. State of. County of.

How to write my General Release Agreement document (example of another included contract document)

GENERAL RELEASE AGREEMENT Declarations company name Grantor is releasing contract first name contract last name Grantee from all known claims damages liability or other obligations arising prior to the date on this Agreement. Agreements I the undersigned residing at Contract Address do hereby consent to release contract first name contract last name from all claims or obligations known or unknown for the following. Insert the scope of the release incident or claim of liability including dates.

I further attest that have not assigned any of my rights concerning any claims or obligations covered under this agreement to any third party or individual. I further agree that this release shall bind myself and my successors. In witness whereof the parties have executed this Agreement this current day day of current month current year. Grantor Job title of signator authorized signature or signer. Grantee. Job title of signator authorized signature or signer. Date of Agreement.

A Document from Contract Pack

The editable Formal Record Hold Notice Form template - complete with the actual formatting and layout is available in the retail Contract Packs.
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