Campus E-Discovery Storage Collocation Process

Security events.

This process describes how the CIT-managed E-Discovery collocation storage space will be provided for use by the broader UBIT community. Please refer to the SUNY Legal Proceeding Preparation (E-Discovery) Procedure for general E-Discovery definitions and associated roles and responsibilities.


E-Discovery requests come from the ISO office (requester) or from UB Counsel to the EIS Director.  The EIS director will then assign the E-Discovery to the E-Discovery Process Owner. All E-Discovery requests are required to be handled with the upmost sensitivity in regards to time and confidentiality.

Process Roles

Requestor (ISO/UB Counsel)

  • Provides full details on the information to be collected.  
  • If the request has individual names in it, the requester must provide or confirm the UBITNames involved to ensure the correct information is collected.

EIS Director

  • Assign the discovery to the E-Discovery process owner and liaison with E-Discovery requester.

eDiscovery Process Owner

  • Confirms exactly what is to be collected by UBIT for an E-Discovery. 
  • Assigns the technical work to service teams. Ensure that the information regarding what is being collected is entered in to the master E-Discovery spreadsheet and ensure that the collocation space is created with the appropriate access for all parties involved. 
  • E-Discovery Process Owner sends confirmation to EIS Director when the data collection process for the central service content is complete.

Distributed IT Support Personnel

  • Acknowledge E-Discovery requests and collects and stores the required information according to the process outlined below.
  • Inform the E-Discovery Process Owner when the data collection process is complete.


  1. In the event of litigation, the E-Discovery Process Owner will assign a Litigation Number from the E-Discovery Master Spreadsheet (which EIS maintains) for each new request.  The Litigation Number is the key by which all the related files are named and stored.  It is contained in every file and folder related to that E-Discovery.
  2. The E-Discovery Process Owner will engage the Distributed IT Support Personnel to: 
    1. Inquire how much space is required for the data collocation.
    2. Inquire who requires access to the data collocation space. 
    3. Ensure that collocation space is created.  
    4. The Distributed IT Support Personnel is required to obtain the requested information to be retained.
  3. The E-Discovery Process Owner will provide the Distributed IT Support Personnel with a central storage location for the E-Discovery content and inform the requestor.
  4. If the Distributed IT Support Personnel are contacted without being notified prior by the E-Discovery Process Owner, they may reach out to EIS by emailing
  5. Distributed IT Support Personnel must notify the requestor when they have completed the data collection.
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