Document Preservation Notice Acknowledgement Form

For HLC Employees

"*" indicates required fields

Name*

First Last

Email*

Matter name, as listed on Document Preservation Notice:*

Date of Document Preservation Notice:*

Month

Day

Year

Check the box to confirm the following statement:*

I have reviewed, understand and, to the extent applicable, agree to abide by HLC’s Litigation Hold policy and Litigation Hold procedures, which I received in the Document Preservation Notice email.

Documents and Information

Definition

“Documents and information” means:

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.
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

I confirm that:*

I have created or received documents or information that are within the scope of the Document Preservation Notice.

I have not created or received documents or information that are within the scope of the Document Preservation Notice.

Check the box to confirm the following statement:*

I have reviewed, understand, and agree to abide by the above-mentioned Document Preservation Notice that I received from HLC’s Legal and Regulatory Affairs department.

1. Hard-Copy Documents

Do you have any of the following types of hard-copy documents that are potentially relevant to the Document Preservation Notice? Please check each applicable document type and provide the location of the item(s) in the space provided.

Printed documents:*

Yes

Location:*

Handwritten notes:*

Yes

Location:*

Calendars:*

Yes

Location:*

Photographs or audio/video recordings:*

Yes

Location:*

Other:*

Yes

Document type:*

Location:*

2. HLC Systems

Which of the following HLC systems have you used to create or receive electronic documents and information that are potentially relevant to the Document Preservation Notice? These include but are not limited to Office 365, DocuSign CLM (formerly SpringCM), Radix/Canopy, Assurance System, HLC file server, and others.

Please check each applicable system and provide the additional information requested in the space provided.

Office 365 (this includes any HLC email [including your assigned @hlcommission.org email and any shared/group emails using the @hlcommission.org domain], calendar appointments, or contacts that can be accessed in either the desktop or online versions of Outlook, a OneDrive drive, OneNote, SharePoint, Teams, etc.)*

Yes

List the exact names of the specific Groups, SharePoint sites, Teams, or shared/group email accounts in which you have created or received electronic documents and information that are potentially relevant to the Document Preservation Notice. (SharePoint, Groups, and Teams are often terms used interchangeably.) For example: [email protected], Liaison Council Group, Implementation Council SharePoint site, etc.*

For purposes of only this response, you do not need to include information contained only within your individual Office 365 account, such as documents in your individual OneDrive or emails in your [name]@hlcommission.org account. By answering yes to the previous question, your individual HLC account, including contacts, calendar appointments, and OneDrive, will automatically be included.

DocuSign CLM (formerly Spring CM):*

Yes

Location of potentially relevant electronic documents and information in the system. For purposes of this response, you should identify the specific folder(s) in the system potentially containing relevant information. Please identify the folder by including the entire file path:*

Radix/Canopy:*

Yes

Please specify whether you used Radix and/or Canopy:*

Location of potentially relevant electronic documents and information in the system:*

Assurance System:*

Yes

Location of potentially relevant electronic documents and information in the system:*

HLC file server (substantive change server):*

Yes

HLC file server (other than substantive change server):*

Yes

List the file paths for the folders in which documents and information within the scope of the litigation hold are located. (Example: /Server/Contracts/Information Technology)*

Other:*

Yes

HLC system:*

Location of potentially relevant electronic documents and information in the system:*

3. Systems and Devices

Which of the following systems and devices might contain electronic documents and information that are potentially relevant to the Document Preservation Notice? Please check each applicable system and device listed, and provide details for each in the space provided.

Your HLC computer (i.e., files saved on your local hard drive):*

Yes

Details:*

External media (i.e., flash drives, external hard drives, etc.):*

Yes

Details:*

Personal device (i.e., phone, iPad, non-HLC computer, etc.):*

Yes

Details:*

Non-HLC systems:*

Yes

Details:*

Other:*

Yes

System or device:*

Details:*

4. Non-HLC Email Accounts

Do you use any other non-HLC email accounts that may have emails that are potentially relevant to the Document Preservation Notice? Include email addresses for which you may have an "auto forward" rule from your [name]@hlcommission.org email account. For example, if you forward all emails to a personal account, such as a Gmail account, you must provide the email address of that account.*

Yes

Please list the email addresses:*

5. Other Information

Please provide any other information that you think is important for HLC to know about the documents and information that you have created or received that are potentially relevant to the Document Preservation Notice. (Optional)

Thank you. Please click the Submit button below to complete the form. A member of HLC’s Legal and Regulatory Affairs department will contact you to discuss further.

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