Introduction
The American Military University values the critical importance of implementing a robust Document Retention Policy and Litigation Hold Procedures. The university acknowledges and respects the necessity of safeguarding records. It ensures that there is compliance with state and federal regulations, and this promotes operational efficiency. This policy establishes a framework for the systematic review, retention, and destruction of diverse documents (Liao 2022). It uses electronic communications, corporate records, audio-visual materials, legal documents, and digital records.
Document Retention Policy for American Military University
The American Military University conforms to specific document retention procedures. These procedures are outlined in the policy. Documents not listed in the guide but are similar or interconnected with those listed should be retained for an appropriate time. The people in charge of disposal are supposed to follow the procedures and conform to litigation hold letters.
The personnel should consult after receiving a notification for the disposal of information. The consultation confirms its authenticity. The disposal notification should clearly mention the information that has to be destroyed. The document should be retained in its original form before presenting any alteration notice.
The policy applies to everyone, including all students, employees, records coordinators, and management team members. The management team members should be responsible for creating, maintaining, and disposing of records and documents at the university.
The first corporate record is the enrollment record. This record addresses all the students from the management. The entire record data is to be retained. Minimum retention is done permanently. The policy pertains to students. It applies state law.
Fee payment is the following document record. It addresses the students, and it is from the management. Complete records data is retained. The minimum retention period is seven years after graduation. The policy pertains to students, and it applies to state law.
The following document is the students’ graduation records. This one addresses the students from the management. Minimum retention is permanent. It applies the state law.
Student certificates and recommendation letters are the following documents. It addresses the students from the management. The entire record data is to be retained. Minimum retention is done permanently. The policy pertains to the students. It applies state law.
The electronic-mail document follows, and it falls under the electronic records. It addresses the employees and students from management. The entire mail data is to be retained. The minimum retention period is seven years after receiving the mail. The policy pertains to workers, employees and students. The federal law applies here.
Also, under electronic records falls metadata. It addresses the IT personnel from the management. The entire record data is to be retained. The minimum retention period is seven years. The policy pertains to IT personnel and applies federal law.
The final record in electronic records is word processing documents that address employees from the management. All data from the entire document is to be retained. The minimum retention period is seven years and applies to federal law.
Under audio-visual records are voice messages, videos, and digital photographs. Voice messages address the management from management. The entire record data is to be retained. Follows permanent retention. The policy pertains to the management, and it applies state law.
The next document is videos, and they address the management from management. The entire record data is to be retained. Follows permanent retention. The policy pertains to management and applies state law.
The last audio-visual record is digital photographs. The record addresses management from the management. The entire record data is to be retained. It applies to permanent retention, and the policy pertains to management. It applies state law.
There are technological records under which information is stored in personal digital assistants and jump drives. Information in personal digital assistants addresses IT personnel from the management. The entire record’s data is to be retained. It holds permanent retention. The policy pertains to IT personnel. It applies state law.
The jump drives address the IT personnel from the management. The entire record’s data is to be retained. The minimum retention period is seven years. It pertains to IT personnel and applies state law.
Under legal records, there are government audits, administrative proceedings, and lawsuits. The government audit addresses management from the management, and its entire record data is to be retained. The minimum retention period is seven years. This policy pertains to management and applies to federal law.
The administrative proceeding record addresses management from itself. The only data to be retained here are the date and venue. Has a minimum retention period of seven years. The policy pertains to management and applies federal law.
The last legal record is a lawsuit, which addresses management and is from the management. Data to be retained is only date and venue, with a minimum retention period of seven years. The policy pertains to the management and applies federal law.
Under written records falls testimony, diagrams, drawings, material objectives, and writings. Testimony addresses management from the management. Data in the entire record is to be retained and has a permanent retention. The policy pertains to the management and applies state law.
Diagrams address students from management, and the entire record data is to be retained. It has a permanent retention. The policy pertains to students and applies state law.
Drawings also address students and are from the management. The entire record data ought to be retained. It holds a permanent retention. The policy pertains to students and applies state law.
Material objectives address employees from management. Data to be retained is not applicable here. It has a retention period of three years, pertains to employees and applies to federal law.
Writings are the final written documents that address employees and are from the management. The entire record data is to be retained. It has a permanent retention, and the policy pertains to workers/employees. It applies state law.
In the digital records section, we have electronics/ digital recordings. This record addresses the management from the management. The entire record data is to be retained. The minimum retention policy is seven years after the contract expires. The policy pertains to management and applies federal law.
The legal compliance records fall under EEOC complaints, Government/internal investigations and general correspondence. The government investigations address the records coordinator from the management. Data in the entire record is to be retained. It has a permanent retention, pertains to the records coordinator and applies state law.
The general correspondence document also addresses the records coordinator and is from the management. Data to be retained includes parties and resolutions. Has a minimum retention period of three years. The policy pertains to the records coordinator and applies federal law.
There are file types and storage durations under which fall TIFF files, TXT files, databases, calendars, Microsoft Office documents, computer usage logs, internal usage files, and PDF files. TIFF files address management and are from management. Data in the entire record is to be retained. Has a minimum retention period of two years after graduation. The policy pertains to management and applies state law.
TXT files address the students and are from the management. Data from the entire record is to be retained. It has a minimum retention period of two years after graduation. Its policy pertains to students and applies federal law.
Databases address the employees and are from the management. Data in the entire record is to be retained and has a permanent retention. The policy pertains to workers and employees and applies federal law.
Calendars address management and are from the management. Data in the entire record is to be retained, and it has a permanent retention. The policy pertains to management and applies state law.
Microsoft Office documents address management and are from the management. Data in the entire record is to be retained and has a permanent retention. The policy pertains to management and applies state law.
Computer usage logs address the management from the management. Data in the entire record is to be retained. It has a permanent retention, and the policy pertains to management and applies to federal law.
Internet usage files address students from management. The entire record must be retained for at least seven years after graduation. The policy pertains to students and applies state law.
PDF files address students and are from the management. Data in the entire record must be retained with a minimum retention period of five years after graduation. The policy pertains to students and applies federal law.
Review and revision of the retention policy
The document retention policy should be renewed every year. The renewal will ensure alignment with current state and federal regulations. The school management and the office of legal counsel should create and approve the retention policy. When the policy is approved, the personnel concerned is supposed to follow it strictly. Failing to adhere to it may lead to warnings, suspension, or employment termination. If need be, training on policy obligations should be provided.
Litigation Hold Checklist
The American Military University is responsible for safeguarding relevant information. This responsibility applies in case of threatened litigation (Mancusi 2021). When a notification or receipt for pending litigation is received, the following steps should be followed. These steps are outlined in the Litigation Hold Checklist.
The first step is to notify the relevant offices. The relevant offices include the Office of the University’s Chief Information Officer, the Office of the Academic Registrar, and the Office of the University Council.
The second step is to prepare a pre-litigation memo. This memo is for individuals with information relevant to the impending litigation. Copies of the memo should be sent to the relevant offices.
The third step is to arrange a meeting. This meeting is supposed to determine and verify the necessity of a litigation hold. Notifying representatives of essential entities affected is crucial in this step.
The fourth step is to issue a destruction notice. The destruction notice should follow the directions of federal and state laws. This notice should notify all members present at the meeting held in the third step.
The last step is to issue a post-litigation memo. This memo is issued after the litigation is filed. The memo provides additional information related to the litigated document.
Conclusion
Document Retention Policy and Litigation Hold Procedures for the American Military University are designed to ensure the systematic management of records. The management of records complies with state and federal laws. The policy provides clear guidelines for the different types of documents. The policy specifies retention periods and addresses the scope of applicability. On the other hand, the Litigation Hold Checklist gives the steps to be taken in case the litigation is anticipated or pending (McMahon 2021). Complying with this policy is essential since it ensures that there are efficient operations. It also ensures legal compliance and safeguards the university’s interests. Conducting regular reviews and updates is vital since it aligns with the evolving regulations and requirements.
References
Liao, C. (2022). Regulation of litigation on the path to sustainable corporations. In Innovating Business for Sustainability (pp. 230-253). Edward Elgar Publishing.
Liu, H. H., & Chen, Y. C. (2022). Methods of Facilitating the Recruitment/Retention of University Talent: The Features of University Compensation System in the United States and Its Implications to Taiwan. Journal of Research of Education Sciences, 67(2), 1-31.
Mancusi, M. G. (2021). Attorneys, E-Discovery, and the Case for 37 (G). Notre Dame L. Rev., 97, 2227. https://henonline.org/HOL/LandingPage?handle=hein.journals/tndl97&div=65&id=&page=
McLean, I. (2020). Preparing to sell your practice: due diligence checklist. BDJ In Practice, 33(12), 32-32.
McMahon, M. (2021). Illinois Biometric Information Privacy Act Litigation in Federal Courts: Evaluating the Standing Doctrine in Privacy Contexts. Legal Studies Research Paper Series, 27. https://papers.srn.com/sol3/papers.cfm?abstract_id=3929645
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