Allowing e-mail to reside in attorney inboxes is a huge client service and risk management issue. E-mail systems are not storage tools; they were not designed as large capacity repositories. There are significant costs associated with maintaining large collections of e-mail data live, as well as resource expenditures spent searching through volumes of uncoded data (e.g., in response to a discovery request).
At Pillsbury Winthrop Shaw Pittman, (www.pillsburylaw.com) our biggest hotspot is ensuring complete documentation and preservation for each matter. Indeed, two of the biggest risk culprits we faced were e-mail inboxes and inbound and outbound lateral attorneys. PW has 900 lawyers in 15 locations, and we have particular expertise in capital markets, energy, and technology. In June 2004, our 26-member professional responsibility committee, lead by Ronald Van Buskirk, recognized the importance of getting e-mail out of inboxes and into a managed system. So we established an electronic file sub-committee, comprised of five partners and three executives from the operations group, the IT group, and the records department.
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