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3 stories
A consistently followed retention policy provides a defense against spoliation claims when documents are destroyed in the ordinary course before litigation was anticipated. Without a policy, every routine deletion looks like targeted destruction in hindsight.
Adverse-inference instructions arising from spoliation routinely turn winnable cases into losses. A documented policy, consistently applied, is the cleanest defense available.
Most conflict-of-interest systems index by named party only. They miss conflicts created when the named party is a wholly-owned subsidiary, a shared parent's affiliate, or a private-equity portfolio company under common control. The model rules treat these as conflicts even though no name match exists.
A conflict that surfaces mid-matter typically requires withdrawal at the worst possible moment, plus a fee writedown for work done. Catching it at intake is a 10-minute process; catching it at month six is a six-figure problem.
A preservation (litigation hold) letter is appropriate as soon as litigation is reasonably anticipated, not just after a complaint is filed. The letter should identify the matter, the document categories at issue, and the recipient's preservation duty. Failure to send one is the leading evidence of spoliation in subsequent motion practice.
Sanctions for spoliation can include adverse-inference instructions, monetary fines, and in severe cases default judgment. The cost of issuing a hold letter is one paralegal hour.
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