The General Counsel, or a designee within the Legal Department, has the authority to issue a Legal Hold on specified Records and Non-Records. While a Legal Hold is in effect, Records and Non-Records subject to the hold must not be altered or destroyed, regardless of the retention period specified in the Records Retention Schedule. Each Record and Non-Record must be handled according to the relative sensitivity of the information as defined in CS7.6, Information Classification Corporate Standard. 3.2 Electronic Records It is ERCOT’s policy that ERCOT Representatives will cooperate in the advancement and implementation of the following additional key standards for electronic Records: Electronic Records that are not maintained in a specialized ERCOT application (e.g., Workday, Lodestar, Siebel, etc.) should be designated as Records and stored appropriately within the SharePoint application. Additional information regarding management of electronic Records is located in OP6.2.1. To help ensure compliance with this corporate standard, ERCOT uses computer processes that automatically destroy email, documents on SharePoint sites, and unstructured electronic documents stored on the ERCOT network (e.g., shared department drives) after a specified period of time. Details about the automatic destruction of documents are located in OP6.2.1. A department will not be able to manage electronic Records on SharePoint in compliance with standards until the new Records management functionality has been implemented for the department. Regardless of the availability of either SharePoint Records management functionality or storage locations for Record content, ERCOT Representatives are required to manage Records pursuant to the Records Retention Schedule, destroying expired Records securely and in a timely fashion once a destruction request is approved. 3.3 Training All ERCOT Representatives are required to complete RIM training, which will affirm their understanding of the requirements, policies, and procedures of the RIM program. Required training will be provided at least biennially. Additional training may be required as determined necessary by the RIM team. Additionally, ERCOT Representatives are encouraged to regularly review the operating procedures and guidelines associated with this corporate standard.
The General Counsel, or a designee within the Legal Department, has the authority to issue a Legal Hold on specified Records and Non-Records. While a Legal Hold is in effect, Records and Non-Records subject to the hold must not be altered or destroyed, regardless of the retention period specified in the Records Retention Schedule. Each Record and Non-Record must be handled according to the relative sensitivity of the information as defined in CS7.6, Information Classification Corporate Standard. 3.2 Electronic Records It is ERCOT’s policy that ERCOT Representatives will cooperate in the advancement and implementation of the following additional key standards for electronic Records: Electronic Records that are not maintained in a specialized ERCOT application (e.g., Workday, Lodestar, Siebel, etc.) should be designated as Records and stored appropriately within the SharePoint application. Additional information regarding management of electronic Records is located in OP6.2.1. To help ensure compliance with this corporate standard, ERCOT uses computer processes that automatically destroy email, documents on SharePoint sites, and unstructured electronic documents stored on the ERCOT network (e.g., shared department drives) after a specified period of time. Details about the automatic destruction of documents are located in OP6.2.1. A department will not be able to manage electronic Records on SharePoint in compliance with standards until the new Records management functionality has been implemented for the department. Regardless of the availability of either SharePoint Records management functionality or storage locations for Record content, ERCOT Representatives are required to manage Records pursuant to the Records Retention Schedule, destroying expired Records securely and in a timely fashion once a destruction request is approved. 3.3 Training All ERCOT Representatives are required to complete RIM training, which will affirm their understanding of the requirements, policies, and procedures of the RIM program. Required training will be provided at least biennially. Additional training may be required as determined necessary by the RIM team. Additionally, ERCOT Representatives are encouraged to regularly review the operating procedures and guidelines associated with this corporate standard.