Litigation Hold Mgmt

LITIGATION HOLD SCOPE DEFINITION — Orion Data Vault Corp
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Hold Reference: LH-2026-0023
Matter: [Description of litigation/investigation]
Legal Counsel: [Internal/External counsel name]
Date Issued: 2026-03-14
Anticipated Duration: [Estimate — reassess quarterly]

SCOPE — DATA TO PRESERVE:
1. Date Range: [Start date] to [End date / ongoing]
2. Data Subjects: [Named individuals, departments, or "all"]
3. Data Categories:
   □ Email and electronic communications
   □ Documents (Word, Excel, PowerPoint, PDF)
   □ Financial records and transactions
   □ Customer/client records
   □ Employee records
   □ CCTV/surveillance footage
   □ Access logs and audit trails
   □ Database records (specify: _____________)
   □ Backup tapes/archives
   □ Mobile device data (text messages, call logs)
   □ Collaboration platforms (Teams, Slack, SharePoint)
   □ Other: _____________

4. Systems in Scope:
   □ Email system (Exchange/Gmail)
   □ File servers / network drives
   □ SharePoint / OneDrive / Google Drive
   □ CRM (Salesforce)
   □ ERP (SAP)
   □ HR system
   □ Financial system
   □ Cloud storage (AWS S3 / Azure / GCP)
   □ Backup systems
   □ Messaging platforms
   □ Other: _____________

5. Custodians (individuals who may hold relevant data):
   - [Name, Title, Department]
   - [Name, Title, Department]
   - [Name, Title, Department]

EXCLUSIONS:
- [Specify any data explicitly outside scope]

INTERACTION WITH RETENTION SCHEDULE:
- Normal retention schedule: SUSPENDED for all in-scope data
- Automated deletion: PAUSED for in-scope data categories
- Art. 17 erasure requests: EXCEPTION applies under Art. 17(3)(e)

LITIGATION HOLD NOTICE — CONFIDENTIAL
Orion Data Vault Corp

To: [Custodian Name, Title]
From: [General Counsel / Legal Department]
Date: [YYYY-MM-DD]
Re: Litigation Hold — Reference LH-2026-0023

DIRECTIVE: PRESERVE ALL POTENTIALLY RELEVANT DATA

You are hereby directed to preserve all documents and electronically
stored information (ESI) that may be relevant to the above-referenced
matter. This obligation is effective IMMEDIATELY and supersedes all
existing retention schedules and deletion policies.

WHAT YOU MUST DO:
1. STOP all deletion, destruction, or modification of potentially
   relevant documents and data.
2. PRESERVE all emails, documents, files, messages, voicemails,
   text messages, and other records related to [description of
   subject matter].
3. DISABLE any auto-delete functions on your email or messaging
   accounts for the duration of this hold.
4. DO NOT move, rename, or reorganize files that may be relevant.
5. PRESERVE all physical documents (paper files, notebooks, etc.).

SCOPE:
- Time period: [Start date] to present
- Subject matter: [Description]
- Document types: All formats (electronic and physical)

THIS HOLD REMAINS IN EFFECT until you receive a formal written
release notice from the Legal Department. Do not assume the hold
has been lifted based on the passage of time or resolution of
the underlying matter.

QUESTIONS: Contact [Legal Department contact] immediately if you
have any questions about this notice or are unsure whether specific
documents fall within scope.

ACKNOWLEDGEMENT REQUIRED: Please confirm receipt and understanding
of this notice by signing below and returning to the Legal
Department within 48 hours.

I acknowledge receipt and understanding of this Litigation Hold Notice.

Name: ________________________
Signature: ____________________
Date: ________________________