4020 Electronic Records Management

In order to meet the District’s technical and business needs and to achieve good faith, routine operation of the District ’ s electronic information system, the District shall retain electronically stored information in a form with its metadata intact ( “ ESI ” ) for a period of one month from the date the ESI is created ( “ Retention Period ” ). At the expiration of the Retention Period, the ESI shall be subject to overwriting or deletion from the District ’ s electronic files and records. Provided however, that when ESI is relevant or may reasonably become relevant to pending or reasonably anticipated litigation, such ESI shall be retained until the pending litigation is over or until the reasonable anticipation of litigation no longer exists, regardless of whether such ESI ’ s Retention Period has expired. When ESI is relevant or may reasonably become relevant to pending or reasonably anticipated litigation, the District ’ s central administration office shall send a litigation hold memorandum to all personnel that may have access to such ESI.