How to Manage Paper Records During a Litigation Hold
How to Manage Paper Records During a Litigation Hold
Why litigation holds on physical records get messy
When a litigation hold is issued, organizations need to stop scheduled destruction for any paper records related to the matter. The problem is that many teams cannot quickly tell which cartons are affected and which are not.
If inventory descriptions are too broad, the hold spreads too far and too many records stay in storage longer than necessary. If inventory details are incomplete, teams may miss cartons that should have been preserved. Either way, the organization loses time, increases risk, and creates more work later when the hold is released.
A controlled process helps teams identify the right records, isolate affected inventory, and keep everything else moving under the normal retention schedule.
What a controlled hold process needs
A defensible hold process starts with inventory clarity, supported by document storage systems that make cartons searchable by barcode, metadata, and location. The organization needs to identify affected physical records by record group, date range, department, location, or matter reference, then apply hold status consistently across that inventory.
Next, the process needs documented control. Records marked for destruction should not move forward while the hold is active. Records outside the hold should continue through normal retention and disposition so the hold does not become an excuse for over-retention.
Finally, the process needs a clear release path. Holds do not just need to be applied. They need to be removed in a controlled way when the matter closes, so eligible records can return to the regular retention schedule.
What to measure
Track the time from hold notice to confirmed hold placement. Track the volume of cartons on active hold versus released hold status. Track the number of destruction exceptions identified late, after the scheduled disposition cycle was already in motion. Those measures show whether the inventory is under control or whether the team is still relying on manual catch-up.
Another useful measure is the time required to identify affected cartons for a new matter. If that step takes too long, the issue is usually not the hold itself. It is the structure of the inventory behind it.
Keep access controlled while the hold is active
A hold does not eliminate the need for retrieval. Legal, compliance, HR, and operations teams may still need access to specific files while the affected inventory remains protected.
That is why controlled retrieval matters during a hold. The organization needs documented handling, verified movement, and a clear record of what was requested, what was delivered, and what remained in protected storage. When a specific file is needed quickly, scan-on-demand can support the request while the original remains secured.
Final takeaway
Litigation held on physical records should not force organizations into guesswork. The goal is not simply to stop destruction. The goal is to pause the right inventory, maintain documented control, and return unaffected records to normal lifecycle management.
GRM helps organizations bring structure to that process through secure offsite storage, inventory control, chain-of-custody barcode tracking, structured retrieval, and scanning for specific requests when speed matters. When hold activity is managed with the same discipline as retention and retrieval, teams reduce rework, limit over-retention, and respond with more confidence.
Need a more controlled way to manage physical records during retention exceptions and active holds? Explore our document storage and retrieval solutions.