<strong>Craig</strong> <strong>Ball</strong> © 2007 Strategically, the preservati<strong>on</strong> letter forces your opp<strong>on</strong>ent to weigh potential costs and business disrupti<strong>on</strong> at the outset, often before a lawsuit is filed. If it triggers a litigati<strong>on</strong> hold, every<strong>on</strong>e from the board room to the mail room may learn of the claim and be obliged to take immediate acti<strong>on</strong>. It may serve as the starting gun for a reckless delete-o-th<strong>on</strong> or trigger a move toward amicable resoluti<strong>on</strong>. But d<strong>on</strong>e right, the <strong>on</strong>e thing it w<strong>on</strong>’t be is ignored. <strong>Craig</strong> <strong>Ball</strong> (craig@ball.net) is a Texas trial lawyer, court-appointed Special Master in matters of electr<strong>on</strong>ic evidence and a certified computer forensic examiner. A frequent speaker and author, his e-discovery column, “<strong>Ball</strong> in Your Court” appears m<strong>on</strong>thly in the American Lawyer Media publicati<strong>on</strong>, Law Technology News (www.lawtechnews.com). 58
<strong>Craig</strong> <strong>Ball</strong> © 2007 APPENDIX: Exemplar Preservati<strong>on</strong> Demand to Opp<strong>on</strong>ent What follows isn’t the perfect preservati<strong>on</strong> letter for your case, so I d<strong>on</strong>’t recommend adopting it as a form. I include it here as a drafting aid and to flag issues unique to EDD. You should tailor your electr<strong>on</strong>ic discovery efforts to the issues, parties and systems in your case. Be thorough insofar as data may be relevant, but eschew the “everything and the kitchen sink” approach. Use comm<strong>on</strong> sense. If your preservati<strong>on</strong> demand effectively requires your opp<strong>on</strong>ent to pull the plug <strong>on</strong> every computer, what good is it? If you can’t articulate why particular ESI is potentially relevant, perhaps you shouldn’t demand its preservati<strong>on</strong>. CDB Demand for Preservati<strong>on</strong> of Electr<strong>on</strong>ically Stored Informati<strong>on</strong> Plaintiffs demand that you preserve all documents, tangible things and electr<strong>on</strong>ically stored informati<strong>on</strong> potentially relevant to the issues in this cause. As used in this document, “you” and “your” refers to [NAME OF DEFENDANT], and its predecessors, successors, parents, subsidiaries, divisi<strong>on</strong>s or affiliates, and their respective officers, directors, agents, attorneys, accountants, employees, partners or other pers<strong>on</strong>s occupying similar positi<strong>on</strong>s or performing similar functi<strong>on</strong>s. You should anticipate that much of the informati<strong>on</strong> subject to disclosure or resp<strong>on</strong>sive to discovery in this matter is stored <strong>on</strong> your current and former computer systems and other media and devices (including pers<strong>on</strong>al digital assistants, voice-messaging systems, <strong>on</strong>line repositories and cell ph<strong>on</strong>es). Electr<strong>on</strong>ically stored informati<strong>on</strong> (hereinafter “ESI”) should be afforded the broadest possible definiti<strong>on</strong> and includes (by way of example and not as an exclusive list) potentially relevant informati<strong>on</strong> electr<strong>on</strong>ically, magnetically or optically stored as: • Digital communicati<strong>on</strong>s (e.g., e-mail, voice mail, instant messaging); • Word processed documents (e.g., Word or WordPerfect documents and drafts); • Spreadsheets and tables (e.g., Excel or Lotus 123 worksheets); • Accounting Applicati<strong>on</strong> Data (e.g., QuickBooks, M<strong>on</strong>ey, Peachtree data files); • Image and Facsimile Files (e.g., .PDF, .TIFF, .JPG, .GIF images); • Sound Recordings (e.g., .WAV and .MP3 files); • Video and Animati<strong>on</strong> (e.g., .AVI and .MOV files); • Databases (e.g., Access, Oracle, SQL Server data, SAP); • C<strong>on</strong>tact and Relati<strong>on</strong>ship Management Data (e.g., Outlook, ACT!); • Calendar and Diary Applicati<strong>on</strong> Data (e.g., Outlook PST, Yahoo, blog tools); • Online Access Data (e.g., Temporary Internet Files, History, Cookies); • Presentati<strong>on</strong>s (e.g., PowerPoint, Corel Presentati<strong>on</strong>s) • Network Access and Server Activity Logs; • Project Management Applicati<strong>on</strong> Data; • Computer Aided Design/Drawing Files; and, • Back Up and Archival Files (e.g., Zip, .GHO) 59