Case Study

Legal Hold Preservation Program for Exiting Employees

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Challenge

A Fortune 100 company routinely lost data from hundreds of employees who exited the company annually. The legal team lacked timely and consistent visibility on employee exits, delaying the collection of custodial data across multiple platforms. Moreover, there was inadequate cross-departmental communication and technology integration between Legal, HR, and the third-party vendors hired to initiate, track, and validate collected data. In addition, computers were retained by IT for longer than necessary for legal hold purposes.

Solution

UnitedLex performed a Preservation Health Assessment to evaluate existing processes and technology use, and to establish legal hold program goals:

  • We designed an exit collection process to connect HR employee status alerts with legal hold and IT technology. We established mechanisms for Legal to initiate and track the status of exit collection requests and confirm to IT when assets may be repurposed.

  • We implemented auditing procedures, timelines, and SLAs to certify that the exit process was defensible and did not drive over-retention.

“The integration and optimization of technology across Legal, HR, & IT minimized manual touch points and streamlined documentation across teams.”

Impact

The Legal department gained a global perspective on legal hold and exit collection metrics which they used to inform preservation decisions. The integration and optimization of technology across Legal, HR and IT minimized manual touch points and streamlined documentation across teams. The client mitigated the risk of potential data loss by implementing an exit process that safeguarded collection protocols and tracking. Ultimately the approach reduced IT costs through timely repurposing of devices after exit collections were complete.