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TN Civil Rule 26.02 - Two-Tiered Discovery
With more than 12 years of experience in both small and large information technology departments, I continue to be impressed with the foresight of specific Federal and State rules that govern the process of electronic discovery. Proposed TN Rule 26.02, two-tiered discovery, continues to impress me time and time again. The anticipation of disputes surrounding information " not reasonably accessible" was absolutely ingenious. The truth is that companies do not categorize information in this manner, nor do they realize the extent of electronic information that is discoverable until the ESI specific discovery request is issued. Regardless of the size of the company or even if you are dealing with someone's home computer, the rules have appropriately classified electronically stored information into two distinct categories: data reasonably accessible and data not reasonably accessible. The distinguishing factor that separates the two is simple, expense. Electronically stored information that can be obtained in a cost effective manner, relative to the litigation, is considered " reasonably accessible". Electronic information that is expensive to obtain or a party has to incur expense to obtain it is typically classified as " data not reasonably accessible". Of course, if a party is to classify electronic information as " data not reasonably accessible", this claim will have to be substantiated. Data " reasonably accessible" could be described as electronic information that can be easily obtained by walking up to the computer and copying what is needed to removable media for review. I use this as an example only; collecting ESI in this method will alter metadata that may be pertinent to the litigation. Electronic data such as emails, contracts, memos, spreadsheets, etc that is available on the computer and can be collected and produced with minimal effort falls into this category. This category of ESI does not require a great deal of explanation; we will save our efforts and attention to " data not reasonably accessible". Electronic information such as backup tapes, deleted data, disaster recovery systems, and the collection of information from systems that require outages that impact productivity and revenue are examples of " data not reasonably accessible". This is often where the conflicts occur, as these are often the locations that contain information that can often be of great value to the litigation. We will start with back tapes. Contrary to the belief of the majority of eDiscovery professionals, backup tapes do not exist for discovery purposes. Their sole reason for existence is to recover data or entire systems in the event of a failure or disaster. When there is a request to restore and review data from hundreds of backup tapes, the expense quickly mounts. The average cost just to restore a backup tape by a third party vendor is approximately $500 per tape. This expense must be incurred prior to the costs of processing, culling, and reviewing. This explanation also exists for disaster recovery systems. Disaster recovery systems are often at a different geographic location and contain the needed data to bring a company back online in the event of a disaster, think situations such as hurricane Katrina or Gustav. On the other hand, the majority of ESI collections are done in what is called a " forensically sound manner" in which the system is taken out of operation so all data can be collected; deleted data, temp files, system files, etc. For a personal computer or group of personal computers, this is typically not an issue and the most cost effective way to perform the collection. However, if the computer that houses to ESI of interest is responsible for internet sales or a production line that operates around the clock, taking that computer out of production will force the party to incur opportunity cost that can be claimed as " undue burden". With the Federal Rules of Civil Procedure already in place to address the expectations of the handling of ESI and the updated Tennessee Rules soon to be in place, eDiscovery readiness is one of the most cost effective steps that your clients can take. Studies indicate that a savings of up to 60% can be achieved for companies that prepare for eDiscovery before they receive the first discovery request. One foundational step is to classify the data into these two categories and develop a simple data map to help themselves and you, as their counsel. Forensic Discoveries has a simple data map that can be used as a template for your clients. The amendments to civil rule 26 are designed to address the anticipated issue in litigation that some ESI is easy to obtain and some is difficult. The primary differentiating factor between data reasonably and data not reasonably accessible is cost. The cost can be hard dollars that are easy to demonstrate or the costs may be opportunity costs relevant to a loss of service or revenue due to a system outage. With the updated Federal Rules already in place and the updated TN civil rules anticipated to be in place next spring, an eDiscovery readiness plan to proactively catagorize electronic information is a sound investment for companies of any size.
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E-discovery's Here, But it Doesn't Have to Hurt
Recently, a law professor published a wonderful article on eDiscovery title "E-discovery's here, but it doesn't have to hurt" that I highly recommend each of you read. The article is one page and will take less than two minutes to read.
This article does a great job of conveying that electronic discovery should not be more complicated and expensive than paper discovery. A great point the article states is what Forensic Discoveries continues to tell their clients "What's expensive is when it's done wrong and it leads to a dispute whether the documents were lost or destroyed,". Another great quote is that "Electronic storage has created sources of evidence that did not exist
before: backup systems, Blackberrys and PDAs, internal storage,
external storage".
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Portrait Of A Computer Forensic Examiner
InformationWeek recently published this article describing aspects of the role of a Computer Forensic Examiner. An interesting point that the article makes is that criminal cases involving law enforcement are not longer the primary use of computer forensics. Civil cases now employ the value of computer forensics more than ever before. |
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EDiscovery Case Law
Court Imposes Spoliation Inference for the Failure to Preserve Digital Surveillance Video
Bright v. United Corp., 2008 WL 2971769 (V.I. July 22, 2008). In this slip and fall case, the plaintiff appealed the trial court's grant of summary judgment in favor of the defendant. The trial court held that the plaintiff failed to provide any evidence that the defendant had constructive knowledge of the liquid spill which allegedly caused the plaintiff to fall. The plaintiff argued she was entitled to a spoliation inference based on the defendant store manager's decision to preserve the digital surveillance video of the actual fall but not the footage immediately prior to or subsequent to the fall. The defendant countered that the plaintiff was not entitled to a spoliation inference because the evidentiary destruction was a matter of routine practice and was devoid of fraudulent intent. After noting the store manager's, "conscious and intentional choice not to review or retain the recorded footage," the court determined that the defendant "both intentionally and fraudulently destroyed relevant evidence." The court also stated that the manager's failure to retain the footage "shocks the conscience of the court and creates a presumption of fraud." Accordingly, the court granted a spoliation inference against the defendant for the purpose of summary judgment, but noted that whether a jury would actually draw a spoliation inference was a matter left for trial and remanded the case. Court Finds Voluntary Consent to Computer Search Waives Attorney-Client Privilege
United States v. General Maritime Mgmt., 2008 WL 2810594 (S.D.Tex. July 21, 2008).In this criminal prosecution, the government's material witness filed a motion to assert attorney-client privilege and for reconsideration of the court's previous order to disclose a mirror image of the witness' computer hard drive. The witness previously provided the government with voluntary consent to search and create a forensically sound image of his computer's hard drive. Subsequent to this search, the government provided the defendants with all material relevant to this case. The defendants argued for disclosure of the imaged hard drive claiming the witness' voluntary consent waived the attorney-client privilege. Agreeing with the defendants, the court held that the voluntary disclosure of the hard drive to the government resulted in waiver of any attorney-client privilege and ordered the government to produce the mirror image in its entirety. Court Denies Motion Seeking Restoration and Search of Backup Tapes
Young v. Pleasant Valley Sch. Dist., 22008 WL 2857912 (M.D.Pa. July 21, 2008).In this civil rights case, the plaintiffs requested production of e-mail stored on backup tapes. The defendants objected, arguing the request was unduly burdensome and unlikely to produce relevant material. In response to a previous court order, the defendant provided an estimate that the search's cost would be a minimum of $10,000. The court analyzed the factors laid out in Fed.R.Civ.P. 26(b)(2) and cited three factors that weighed against requiring production: (1) the burden and expense of the proposed discovery outweighed its likely benefit; (2) the needs of the case limit the usefulness of the information sought as it could be accessed in a more cost-efficient and less burdensome manner; and (3) the resources of the parties involved and the amount in controversy were relatively small. The court also rejected the plaintiffs' offer to have their own expert search the backup tapes finding the request unduly burdensome, impractical and contrary to the spirit of the Federal Rules, noting that privacy concerns would undoubtedly require the defendant to closely supervise the plaintiff's search thus creating unnecessary costs. Court Requires Evidence of Intent to Deprive Opposing Party of Useful Information for Spoliation Claim
Ed Schmidt Pontiac-GMC Truck, Inc. v. Chrysler Motors Co., LLC, 2008 WL 2704859 (N.D.Ohio July 7, 2008).In this breach of contract suit, the plaintiff sought summary judgment on its spoliation claim. The plaintiff alleged that the defendant engaged in spoliation of electronic evidence by failing to issue a litigation hold, thereby neglecting to retain relevant evidence as well as the destruction of relevant hard drive data. The plaintiff argued this failure resulted in the destruction of potentially relevant data, in addition to destruction of evidence contained on computer hard drives. The court found no direct evidence that the defendant deleted data with an intent to avoid disclosure to the plaintiff. Determining a genuine dispute of material fact to exist regarding intent with each aspect of the plaintiff's spoliation claim, the court denied the plaintiff's motion. Court Orders Forensic Inspection But Denies Default Judgment Sanctions
Square D. Co. v. Scott Elec. Co., 2008 WL 2779067 (W.D.Pa. July 15, 2008).In this intellectual property litigation, the parties filed cross motions for sanctions based on the execution of a previous forensic inspection of the defendant's computer systems. The plaintiff requested a forensic inspection of the defendant's remaining computer systems, the removal of imaged data from the defendants' premises, and for a default judgment sanction. The defendant requested the plaintiff be required to complete its forensic inspection on the defendant's premises, that further inspection of certain computers be prohibited, and sanctions for the plaintiff's intentional disregard for previous orders. Determining the defendant's imposition of limitations to be untimely, the court granted the plaintiff access to the defendant's computer workstations. However, the court denied the plaintiff's motion for default judgment as the defendant's conduct "falls just shy of conduct befitting default judgment, i.e., 'flagrant bad faith' and 'callous disregard'". The court ordered the defendant to bear all costs related to the forensic inspection, consistent with past orders and warned that future "baseless barriers impeding the completion of discovery will be met with sanctions" and cautioned that future discovery disputes may require the utilization of a special master with costs borne by the parties. Finding "No Reason to Treat Websites Differently than Other Electronic Files," Court Grants Adverse Inference for Failure to Preserve WebsiteArteria Prop. Pty Ltd. v. Universal Funding V.T.O., Inc., 2008 WL 4513696 (D.N.J. Oct. 1, 2008) (Not for Publication)
In this case arising from failed negotiations for a long term development loan, the plaintiff filed a motion for spoliation sanctions and sought an adverse inference in its favor. Specifically, plaintiff alleged spoliation of the contents of the defendants' website as it existed at the time the dispute between the parties arose, and of a particular letter from the Bank of New York.
Regarding defendants' website, plaintiff sought "electronic snapshots or paper copies of the website" indicating the content of the website at the time of the negotiations, specifically, statements that Universal was "one of the leading lenders serving the real estate market" with more than "50 years of Commercial Mortgage Banking experience." Defendants advised that they had requested their own copies of the site and that they would provide the same to the plaintiff. Although defendant O'Hara confirmed during his deposition testimony that statements cited by the plaintiff were indeed present on the website at the time of the negotiations, the defendant did not produce the requested snapshots.
At a hearing on January 3, 2007, the Honorable Ronald J. Hedges heard arguments and entered an order that as of December 18, 2006 defendants were "deemed to have admitted that they do not have within their possession, custody, or control" the two categories of evidence sought by the plaintiff. Judge Hedges's order also permitted plaintiff to file a motion for spoliation in conjunction with the final pretrial order.
In the meantime, defendants' counsel withdrew and defendant O'Hara sought and received several extensions of time while he attempted to retain counsel. In a belated submission to the Court on September 3, 2008, defendant O'Hara's response to the motion for spoliation was simply: "Universal-Funding VTO, Inc. disagrees on 'The Motion for Spoliation'[.] This never happened." Analyzing the issue of spoliation as to Universal's website, the court noted that there "seemed to be no dispute" that the website was in existence when the plaintiff filed suit and that defendants were therefore required to maintain the website. According to the court, the only remaining issue was the question of control: The only question is whether or not the website was under the control of Defendants. This Court sees no reason to treat websites differently than other electronic files. Where, as here, Defendants had control over the content posted on its website, then it follows a fortiori that it had the power to delete such content. Although Defendants do not so posit, it may be argued that the website was maintained by a third party, perhaps a web design company who posted content on behalf of Defendants. But this is irrelevant, just as it'd be irrelevant if the website was maintained on a third party server rather than Defendant's own server (as is likely the case here). Despite the inevitable presence of an intermediary when posting content on the Web, the Court finds that Defendants still had the ultimate authority, and thus control, to add, delete, or modify the website's content. There is no evidence to the contrary.
Accordingly, the court found that an adverse inference was warranted where the defendants failed to produce the relevant content from the website
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