2012 Rim Month Trivia

Explanation
According to the Firm's Records Management Policy, all attorneys and staff should take steps to maintain accurate and complete records within their area of responsibility and ensure that they are identified, declared, retained and destroyed in accordance with the Policy.

Explanation
Just because a piece of information is handled in the conduct of Firm business doesn't automatically make it an Official Record. At Nelson Mullins, records are defined as "Any recorded information that provides evidence of the Firm's business-related activities, events, and transactions that is retained according to ongoing business, legal, compliance, operational and historical value. Records include those documents and emails created or received during client representation, but DO NOT include convenience documents." Examples of convenience documents include: extra copies of records, draft versions of documents not needed to substantiate the final content of the record, and any additional documents not material to the client representation in the judgment of the responsible attorney. Additional examples of convenience documents are outlined in the Firm's Records Management Policy.

Explanation
In order to ensure that Nelson Mullins can support its information systems and produce relevant information with ease and accuracy, everyone must be diligent about retaining information based on content. Not all content is useful forever and, by hanging onto everything, costs associated with the maintenance and storage of information is driven up and it makes it more challenging to locate what you need when you need it. However, if you are ever in doubt of a record's status, then keep it.

Explanation
Records can exist in any media type. Information should be evaluated according to content, not the format in which it exists.

Explanation
Emails determined to be Official Records should be saved and profiled in their original electronic format to NetDocuments. All other emails should be destroyed or retained temporarily.

Explanation
Offsite storage is to be used for Firm records only, except with written authorization from the Administrative Partner or General Counsel. The Records Management department screens records sent to storage for compliance with the Policy. Convenience documents and working copies, as defined in the Policy, should be separated from the Official File and destroyed prior to the Official File being sent to storage.

Explanation
Per the Firm's Records Management policy, client files will not be released from the Firm without a signed written request from the client to the Firm to change responsibility for a matter. Records management will assist with removing Firm business records (Billing, Conflicts, Engagement Letters, etc.), verifying contents of the client file, providing an index of materials included and assisting with the actual transfer of the file, if needed.

Explanation
The Electronic Storage Platform in Outlook should NOT be used as a repository for client/matter-related emails. Client matter-related emails should be moved to NetDocuments for appropriate records retention. As messages come into your inbox they should be evaluated as work product, records or reference/information and handled accordingly. After nine months, items in the Mailbox (all folders) are moved to the Electronic Storage Platform.