BHM NFP, Inc.

Bueneman, Hunter, Mascarello

November 19, 2013

Agenda• Overview• Prioritization• Litigation Path Forward• Records Management Strategy and Implementation Plan

Recommendation• Organization Design and Funding Recommendation

LITIGATION RESPONSECarrie Bueneman

Litigation ResponseStep 1: Contact Human Resources• Obtain personnel records for individual(s) involved• Obtain complaints on file for subject in question

Step 2: Connect with IT to Initiate Identification of Records• Identify all possible electronic data sources and understand IT’s

policy on backing up these electronic communications (i.e., email, voicemail, instant messages, pictures, other electronic files, etc.); create a data map to ensure we’ve identified all record sources

• Initiate a legal hold on all communications (until dismissal of litigation) to preserve documents relevant to the litigation

• Moving forward, all electronic communications will be backed up daily

Litigation ResponseStep 3: Initiate Paper Collection Process with Individual Party• Ask for any written correspondence he has with parties involved; this

includes files he may have at home• Remove all communications on his desk, in file cabinets, on his bulletin

board• Obtain his company cell phone; contact phone company to retrieve records• Provide all paper records to legal counsel

Step 4: Hire Third Party to Assist with Electronic Collection Process• Connect IT and third party so they understand where data is stored

electronically• They must have access to electronic discovery tools to help cull the records

collected• One to two individuals to perform e-discovery using software they have

available• They must be able to store/preserve records for the litigation in their facilities

RECORDS MANAGEMENT STRATEGY AND IMPLEMENTATION PLANSHeather Mascarello

Records Program Strategy

ORGANIZATION STRUCTURE AND FUNDINGValeria Hunter

Organization ChartCEO

VP Internal Operations

Records and

Information

ManagerRecord

s Coordinator (FT)

Intern (PT)

Archivist (PT)

Information

Technology

ManagerIT Department

Human Resource

s Manager

HR Department

Finance Manager

Accounting

Department

VP External Operations

No changes recommended to structure of existing

external operations

Litigation Expenses (estimated)Litigation Response (one month incremental costs) Expense

Contractor (one month) $15,000

IT Department overtime expected (two weeks) $10,500

LegalCourt Costs

Attorney Fees

Criminal Damages

Civil Damages

Fines

Reputation Loss

Records Program BudgetCapital Expense

(annual)

Annual Records Program*

Information Technology $100,000 $ 6,000

Information Storage 12,000

Insurance

Staffing--------------------------------------Records Manager (FT)

Records Coordinator (FT)Archivist (PT @ 3 days/week)

Intern (PT)

90,000 50,000 40,000

0

*Records Coordinator moves to part-time; and Archivist returns to full-time position in implementation phase of Records program. Continue Intern program with local university to fill gaps and promote records management education