La. Admin. Code tit. 4 § XVII-909

Current through Register Vol. 50, No. 11, November 20, 2024

Section XVII-909 - Legal Hold Policy

A. Each agency is required to develop and implement an internal process for placing legal holds on records that are involved in state or federal investigations and/or litigation. Agencies should submit their policy within 30 days of creation to the state archives. The policy should address:

1. the agency's internal disposal approval process;

2. which employees are notified of a legal hold, when they are told and how they are told;

3. who is responsible for contacting possible third party vendors who may house records or data covered under a legal hold;

4. what steps should be taken by notified employees to safeguard records or data covered under a legal hold;

5. the agency's legal hold forms (including file level notice sheets) and instructions for any legal hold form/release forms created by the agency to implement the plan;

6. who within the agency has legal authority to lift the legal hold once the litigation or investigation has concluded.

La. Admin. Code tit. 4, § XVII-909

Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:956 (June 2003).

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.