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Running Head: DOCUMENT RETENTION POLICY & LITIGATION HOLD NOTICE 1Document Retention Policy and Litigation Hold NoticeStudent Name:University Affiliate:Date:
DOCUMENT RETENTION POLICY & LITIGATION HOLD NOTICE 2Document Retention PolicySection A: Intention & PurposeThe Document Retention Policy for Premier College will ensure that all thestakeholders comply with the Federal laws and preserve as well as understanding allthe information in regards to litigation, audits, and investigations. It will also define andillustrate the manner in which a litigation hold is incorporated in the College policy andhow it is put into place. Also, another purpose of The Document Retention Policy is toaid workers and all the stakeholders of the company to understand their roles andduties in holding on to electronic documents which include databases, e-mail, computerusage logs, Web files, calendars, Digital image files such as PDF, TIFF, and TXT files,Microsoft Office documents. It is the duty of the college to ensure that both the internaland external environment is safe and secure by ensuring that the set policy is accurate,confidential, and properly archived. In ensuring that the policy meets the requirements of various federal mandatesand acts, the Premier College Document Retention Policy is written in compliance withthe Gramm-Leach-Bliley Act, The Sarbanes-Oxley Act, The Fair Credit and AccurateTransaction Act (FACTA), and Health Insurance Portability and Accountability Act(HIPPA).Section B: Effective DateThe policy will apply to all documents as from 15th June 2018. Regardless of the date of creation, all the documents in the college will be applied to this policy immediately after the effective date.
DOCUMENT RETENTION POLICY & LITIGATION HOLD NOTICE 3Section C: Legal HoldsEach and every individual in the Premier College should hold and maintainelectronics relevant to litigation, audits, and investigations and the information shouldnot be modified or deleted in any manner. A legal hold as stated in the policy will ensurethat not a single document is exposed to any destruction, hence suspending a sought ofdestruction under this policy. It also ensures that all the electronic information in thecollege are preserved appropriately, therefore protecting the information under specialcircumstances which include government intervention through an investigation or by alitigation. The President of the Premier College will notify all the stakeholders within thecollege concerning his or her designee in case there is a need for a legal hold, thusproviding detailed directions for conformity. It is the responsibility of an employee to confirm with the president if he is unsurewhether a particular electronic data is under a legal hold, therefore, he should protectand preserve the information in an appropriate way.