Risk Management/Ethics
This rule addresses a lawyer’s responsibilities regarding maintaining information relating to the representation of a client (unless the client gives informed consent).
What is the ABA Model Rule 1.6: Confidentiality of Information?
This makes accessing workspaces in iManage easier.
What is saving your frequently accessed workspaces to My Matters or My Favorites?
The electronic client file (including documents and emails) should be stored here.
What is the document management system (DMS)/iManage?
The destruction of information as legally mandated or by agreement among parties and certification that the destruction process has been completed.
What is a Mandated Destruction?
The process of capturing and maintaining client or matter information that is organized by matter type/area of law/practice rea including client engagement documentation, and perpetuating the collection, organization, and access of the matter file content throughout the life of the matter. Includes the process of systematically closing matters in firm systems at the conclusion of representation.
What is Matter Lifecycle Management?
These four kinds of documents do not need to be released when transferring files to a new firm.
What are engagement letters, outside counsel guidelines, conflicts checks, personal attorney notes?
9.3 hours per week
How much time does the average employee spend per week searching for information?
This system is not an approved long-term repository for client-related email.
What is Outlook/email?
The process of applying lifecycle management practices to client and firm information, enacting disposition as authorized, and applying defensible disposition to legacy information.
What is Retention/Disposition?
The process of moving matters and their associated information into and out of law firms triggered by lateral moves, client terminations and other events.
What is Matter Mobility?
How all client files should be organized and filed.
What is segregated by client/matter?
Linking the Outlook folder to the client/matter workspace in iManage.
What is the most efficient method of ensuring that relevant emails are filed to the DMS (iManage)?
Where an index of all official paper files should be maintained.
What is the Records Management System (IRM)?
The length of time emails will remain in the Online Archive before being deleted.
What is 7 years?
500,000 boxes
What is the estimated number of boxes currently in offsite storage for DLA Piper US?
It is important to protect ______ when disposing of a file.
What is confidentiality?
$2.30 per item for retrieval and $14 per trip transportation charge.
What is the total cost to retrieve a box from storage?
Tools primarily used for internal and external collaboration.
What are HighQ and Teams?
The length of time emails in your Deleted Items are retained before being permanently deleted.
What is 14 days?
The email distribution list that can be used to address any IG-related questions.
What is informationgovernanceus@us.dlapiper.com?
To maintain the requisite knowledge and skill, a lawyer should keep abreast of changes in the law and its practices, including the benefits and risks associated with this.
What is Technology?
Scan paper documents and save them to the DMS. Once in the DMS, the paper can be destroyed by someone from the Records team.
How can the costs associated with storing and retrieving boxes in offsite storage be reduced?
The system that is primarily used for the storage, organization and processing of client documents related to ediscovery.
What is Relativity?
The length of time emails stay in your Inbox, Drafts, and Sent Mail before being deleted.
What is 3 years?
Obtain written client authorization and send to Information Governance.
How do I initiate a transfer of files?
Activities that must be coordinated through the Information Governance Department.
What are client file transfers and destructions?
Disposition information as soon as it is no longer necessary to retain it.
How can you reduce costs associated with eDiscovery?
Files stored here are subject to the firm’s seven-year Retention Policy. Therefore, do not store client documents, precedents or “knowledge” here.
What is OneDrive?
The document that governs how long we retain client matter files.
What is a retention schedule?
A firmwide approach to the management and protection of the firm’s client and business information assets that enables lawyers to meet their professional responsibility regarding client information, recognizes an expanding set of regulatory and privacy requirements and relies upon a culture of participation and collaboration within the entire firm.
What is information governance?
These iManage workspaces should only be used for personal files and should NOT contain any client-related information, including working files.
What are 000010 Personnel Workspaces?
Over $8 million.
What is the average cost of a data breach?
Files moved to the Recycle Bin will be available for 90 days. After 90 days, items are moved out of the Recycle Bin and into the firm’s Preservation Library for a period of seven years.
What happens if I delete something from OneDrive?
This is the minimum retention period for client/matter files.
What is Matter Close + 10 years?
Training and awareness are essential to ensure all firm personnel understand their individual duties and responsibilities to comply with the IG program.
What is required for a successful IG program?
This activity suspends the destruction/deletion of data and files/records until further notice by the OGC.
What is a litigation hold?
More than 70% of data stored in ediscovery collections has no _____________?
Business, Legal or regulatory value.
Where emails are automatically moved to from folders created at the mailbox root (other than Inbox) after 3 years.
What is the Online Archive?
Per the firm's Client Records & Retention Policy, these documents must be retained in paper.
What are original intrinsic value documents?
This type of media/content should not be printed and retained in paper.
What are emails?
Agreements between the firm and its clients that set forth terms of engagement, often including records retention requirements.
What are Engagement Letters/Outside Counsel Guidelines/Client Agreements?
This activity can significantly reduce costs associated with managing information.
What is automation?
100,000 items per folder and 500 folders in total.
What is the volume/number of emails allowed in Outlook before performance problems occur?
Relying on the electronic file as the official file allows the firm to __________.
Next to its people, this is an organization’s most valuable asset.
What is information?
1) communications between the firm and the client or any third parties related to the matter; 2) documents or communications created by personnel that are material to the firm’s representation of the matter, 3) documents and data provided by the client pertaining to the matter; 4) documents and data collected from third parties related to the matter.
What constitutes the client file?
$1,400 per each request
What is the average cost of responding to a data subject access request?
Structure or naming conventions are not imposed in this storage location and it should not be used for storing client-matter data.
What is an unstructured drive (i.e., P: Drive, OneDrive, etc.)?
Information has reached the end of its legal and operational usefulness or when otherwise mandated.
When does disposition occur?
Where important IG-related information, including procedures and templates can be found.
What is the Information Governance Department page on Fusion?