deposing records managers presented by: donna panich, esq. ogletree, deakins, nash, smoak &...

Deposing Records Managers

Presented By:

Donna Panich, Esq.Ogletree, Deakins, Nash, Smoak & Stewart, P.C.

ARMA Indianapolis Electronic Discovery

Conference

March 24, 2010

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AGENDA

WHEN, WHY & WHO TO DEPOSE

KEY ISSUES

LAYING THE GROUNDWORK

PREPARING THE WITNESS

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T0 DEPOSE OR NOT TO DEPOSE

SEARCHING FOR RELEVANT EVIDENCE

EXPLORING SPOLIATION

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TIMING CAN BE EVERYTHING

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WHO PICKS THE WITNESS

THE RELATIVE MERITS OF

30(B)(1)

30(B)(6)

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KEY

RECORDS

MANAGEMENT AND RETENTION

ISSUES

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DEFINING THE CONCEPT

WHAT IS A “RECORD”? Malletier v. Dooney & Bourke, Inc..

EPHEMERAL DATA Convolve, Inc. v. Compaq Computer

Corp. Columbia Pictures, Inc. v. Bunnell

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POLICIES

SCOPE OF APPLICATION LEGACY INFORMATION

POLICY v. PRACTICE

INTERPRETATION

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POLICIES

MECHANICS OF IMPLEMENTATION WHO WHERE HOW

TRAINING

OTHER USER ASSISTANCE

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Collateral Processes

LITIGATION HOLDS

DESTRUCTION PROTOCOL

AUTO-DELETION

BACK-UP

Cache La Poudre Feeds, LLC v. Land O’ Lakes, Inc. The Pension Committee of the University of Montreal Pension

Plan v. Banc of America Securities, LLC

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COMPLIANCE

UNIFORMITY

DISCRETION

SELECTIVE ENFORCEMENT U.S. v. Arthur Anderson LLP Rambus, Inc., v. Infineo Techs

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LAYING THE GROUNDWORK

PROPONENT ADVANCE WRITTEN DISCOVERY LOCKING IN KEY PLAYERS

DEFENDER UNDERSTAND THE MANAGER’S ROLE DETERMINE NEEDED BACKGROUND

INFORMATION

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LAYING THE GROUNDWORK

MANAGER SHOULD UNDERSTAND CASE THEORY THE PURPOSE OF THE DEPOSITION HIS/HER ROLE WHERE YOUR TESTIMONY FITS IN

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EXPLAIN BASICS – THE SETTING

THE STAGE

THE DATE

THE PLAYERS

THE COSTUMES

NO SCRIPTS

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COVER THE CRITICAL RULES

TELL THE TRUTH PREVARICATION GUESSING SPECULATION

LISTEN AND THINK OBJECTIONS UNDERSTANDING SHORT AND SWEET VOLUNTEERING

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EXAMPLES

Question: “Is Ms. Smith still with the company?”

Correct Answer: “Yes.”

Wrong Answer: “She is still with the company, but she was transferred to a new position.”

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EXAMPLES

Question: “Who helped you draft the Company’s record retention policy.”

Correct Answer: “John Doe and Bill Brown.”

Wrong Answer: “John Doe, and his replacement, Bill Brown, after John was fired.”

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EXPLAIN WHAT TO EXPECT…

“TRICK QUESTIONS”

SUBSTITUTING WORDS

COMPOUND QUESTIONS

NEGATIVE QUESTIONS

INTRODUCTORY CLAUSES

ASSUMING FACTS

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…WHAT TO EXPECT…

INTERRUPTIONS

FRUSTRATION REPETITIOUS QUESTIONS THE WRONG QUESTIONS

“OFF THE RECORD”

CLARITY

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RULES ON DEMEANOR

“KEEP YOUR COOL” STAY FOCUSED BE POLITE DO NOT THINK ALOUD ABSOLUTELY NO

OBSCENITY ETHNIC SLURS DEROGATORY NAMES

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MECHANICAL POINTERS

READ EXHIBITS

AUDIBLE ANSWERS

FULL SENTENCES

AVOID LEVITY, HYPERBOLE, OR SARCASM

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THANK YOU

Donna Panich, Esq.

317. 916.2168donna.panich@odnss.com