Why You Should Create a Data Map for Your Organization Today

Image result for Data Map



Federal Rule 26, the Meet and Confer rule, requires the parties in a litigation to meet at an early time to discuss the information they have and what they will share. The parties must meet “at least 21 days before a scheduling conference order is due under Rule 16”, which states that the “judge must issue the scheduling order, within the earlier of 120 days after any defendant has been served with the complaint, or 90 days after any defendant has appeared.”


Organizations are finding the best way to deal with the issue of potential litigation is to plan ahead, before the need even arises, by preparing a data map. A data map is simply a guide for legal and IT to the location of data within the whole company and important information about that data. This information includes the business units, processes, and technology responsible for maintaining the data, as well as, retention periods for that data.


By having a clear and concise knowledge of what storage devices exist and what type of information is stored where you will have a more effective and efficient e-discovery process. Rule 26 also has a requirement which states that litigating parties are to disclose either a copy or a “description by category and location” of responsive electronically stored information.


The data map is an essential component of planning any litigation because it identifies all the locations within a corporation where data may be stored. All other pertinent information should be included in the data map. In-house counsel can reference the data map whenever they need to.


Being proactive in regards to your e-discovery data map is an excellent way to stay ahead of the game and prepared in the event you will be required to present your e-discovery in an upcoming litigation if one arises. However, you will need to maintain your data map and keep it updated so that it is ready when you need it. Otherwise, your pre-planning has just been a waste of time.

Ensuring that your data map stays accurate is vital to the relevance and its long-term viability. You should establish a data map administrator to perform edits and control an appropriate chain of custody between them and a cross-functional team comprised of business, IT and legal. Data map updates should normally be done on an annual basis, but also when there are significant organizational events, changes to compliance and regulatory changes.


Thank You for Taking the Time to Visit my Blog

If you enjoyed this article, please join my mailing list to make sure you do not miss a single informative and entertaining article as soon as it is published. I encourage you to start or join a discussion by adding a comment at the end of the article.


Also, I can help you with any of your professional content needs, including original blog articles, website content and all other forms of content management and marketing.


Please contact me at michael@mdtcreative.com, and I will put my 15+ years of experience to work for you.


Let’s Spread the Words Together!

Please join the conversation with your input.

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google photo

You are commenting using your Google account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s