Documents and Information

Definition

“Documents and information” means:

1. Hard copy documents and information, including handwritten notes, personal notes, faxes, correspondence, letters, minutes, agenda, preliminary drafts, raw data, notebooks, calendars, reports, presentations, photographs, printouts, and any other hard copy documents and information maintained, created, or received by HLC or its representatives
2. Electronic documents and information including computer files, e-mail messages (including attachments), instant messages, chat conversations, word processing documents (including drafts and mark-ups), spreadsheets, presentation files, digital photos, file scans, database information, calendars, telephone logs, contact manager information, Internet usage files, video and audiotapes, phone messages, and any other electronic information maintained, created, or received by HLC or its representatives.

Electronic documents often contain metadata. Metadata is embedded information about the document. This could include, for example, author, date created, date last modified, etc. As detailed below, as applicable, metadata must also be preserved and collected.

Documents and information may be located on computer systems, computer hard drives, laptop computers, removable media (e.g., CDs and DVDs, flash drives), smart phones, and any other locations where hard copy and electronic documents and information are stored ("systems and devices"). These systems and devices may be owned and/or managed by HLC, by other entities, or by individuals.

Confirmation