This is the planning phase to identify all the sources and locations of relevant data. Internal management and IT staff should be interviewed on where the identified custodians data resides on servers, backup media, remote devices as well as their computers.  Formal and informal data retention policies should be understood and considered during the process.

Following are questions to consider to initiate the process:

• What is the retention policy
• Who is the in-house contact for IT policy questions
• Who is the in-house contact for acquisitions or preservations
• Are there any regulatory requirements for data retention

Computer

• What is the operating system
• What computer programs are used, including e-mail (business and personal)
  Are files stored on the computer or on the server
  Are e-mails stored on the computer or on the server
• Is there a personal computer that could hold evidence
• Backup processes used
  CD, DVD, Rev, thumb drive, etc
  Private server storage
  Web based backup programs (Google, AOL)
• Are there any passwords.  Is so, are they available
• Is encryption used.  If so, is the encryption key available

Server

• Where is the server that hosts the custodian(s) e-mails and documents
• What is the server OS
• What is the e-mail program, including version number (Exchange or POP3)
• Is there a Blackberry device (or similar technology)
• Make arrangements to acquire
  Custodian e-mails
  Backup files

Backup

• What are the backup procedures in detail
• Type of backup media
  Hardware used
  Software used including version number
  What type of media is used, including the capacity
• Frequency of backup
  Daily, weekly, monthly, quarterly, annually
  Is there a policy to replace old tapes.  If so, how are old tapes handled and stored
• Storage
  Onsite – Location with contact name
  Offsite – Location with contact name