Stambler v. Atmos Energy Corp., et al., 2:10-cv-594 (E.D. Tex. 9/29/11)
Judge: Chad Everingham
Holding: Order on Production of E-mails
This order sat (and in fact still sits) buried in the blizzard of e-mailed orders from Judge Ward and Judge Everingham in their last two days on the bench, and I just located and reviewed it today (when the court extended the deadline for e-mail production at the parties' request and this provision was separated from the rest of the order and exposed to the light of day, or at least my in-box), but this appears to be the first post-bench/bar order on e-mail discovery. And while it was briefed long before Judge Rader's e-discovery model order was promulgated at the bench/bar, the order came out two days after the bench/bar, and the judge who issued it was on that committee. Thus it may provide a uniquely useful perspective on how the courts are viewing this issue.
Let me back up. As readers are aware, a prominent topic at the recent bench/bar following Judge Rader's speech was limits on e-mail discovery in general, and specifically his proposed model order on e-mail discovery, which I posted on previously. As local practitioners know, most cases result in negotiated agreements regarding e-mail discovery, including search terms, custodians, etc., and as a result these are not often included in discovery orders. (In this case, for example, the parties worked out extensive agreements regarding the format and protocols for e-discovery and document production - the only thing they didn't agree on was e-mail discovery). There might be a provision that reflects an agreement to defer or eliminate e-mail discovery in a discovery order in a particular case, but in terms of judicial rulings resolving disputes as to what discovery is appropriate, there just aren't many - and none previously that reflect consideration of the model order.
But as it turns out, there was a pending dispute in this case over the appropriate scope of e-mail discovery - it was briefed for Judge Everingham in early August, and at the scheduling conference held a few days later the judge told the parties he'd get them an order on the issue.
The first step in analyzing any order - to me at least - is to see what the parties proposed, so you know what the parties agreed on and what was actually presented to the Court for decision. In this case, Plaintiff proposed the following provisions be included in the discovery order with respect to custodians and search terms:
(b) Custodians: The provisions of 2(b) shall apply only to the production of e-mails and other electronic messages (e.g., instant messages).
(i) By September 12, 2011, each Defendant shall provide Plaintiff with a list of at least 15 of their own custodians who they, in good faith, believe to be the most relevant custodians of e-mails and other electronic messages in the case. As part of this list, the parties must provide a brief description of each custodian, including current title, tenure with Defendant (or related companies), the job titles (including dates) they have held with Defendant (or related companies), and a brief description of the potential relevance of the custodian to the case.
(ii) Within 30 days of receiving a Defendant’s initial list of custodians pursuant to Paragraph 2(b)(i) above, Plaintiff may modify Defendants’ list by deleting proposed custodians of their choice (without prejudice to add them again later, as discussed below) and/or by adding additional custodians who they would like emails and other electronic messages collected from, so long as the initial list does not exceed 20 people. Moreover, in lieu of identifying a custodian by name, Plaintiff may identify a custodian by title (e.g., “the project director in 2004 for project XYZ”) or description (e.g., “the person most involved in the development of project XYZ”). Thereafter during discovery, from time to time, Plaintiff may identify, in writing, additional custodians he would like e-mails and other electronic messages collected from, provided that, absent a showing of exigent circumstances not under Plaintiff’s control, the sum total of custodians (initial plus additional) shall not exceed 25 people.
(iii) With respect to the initial list of custodians, Defendants shall produce responsive e-mails and other electronic messages by December 12, 2011. With respect to additional custodians, Defendants shall use reasonable efforts to produce responsive e-mails and other electronic messages within 90 days (or within 100 days if the number of additional custodians at any one time exceeds 5 people). All requests for additional custodian e-mails and other electronic messages shall be made sufficiently early such that the 90 to 100 day period will expire prior to the close of discovery.
(c) Search Terms: The provisions of 4(c) shall only apply to the production of e-mails and other electronic messages.
(i) By September 12, 2011, each Defendant shall provide Plaintiff with a list of no more than 15 search terms they, in good faith, believe to be the most relevant to facilitate a search for e-mails and other electronic messages in the case. As part of this list, Defendant must provide a brief description of each term and a brief explanation as to the relevance to the case.
(ii) Within 30 days of receiving a Defendant’s initial list of search terms pursuant to Paragraph 2(c)(i) above, Plaintiff may make good faith modifications to Defendants list by deleting proposed terms of their choice and/or by adding additional search terms they would like, so long as the list does not exceed 20 terms.
Defendants' position was this:
Defendants disagree with Plaintiff’s premature and one-size-fits-all proposed protocol for email production. No other Joint Report filed in this District by Plaintiff includes such a protocol and there is no compelling justification to include one in this case.
The Federal Rules recognize the burden inherent in producing electronically stored information such as email. Yet, Plaintiff seeks to require Defendants to undertake substantial efforts to collect, review, and produce email, without first identifying what relevant information might be contained in email or that the benefit of producing email outweighs the significant burden its production would impose on Defendants.
Additionally, Plaintiff’s proposed email protocol seeks to make Plaintiff the arbiter of how Defendants collect and produce documents in this case. Plaintiff’s proposed protocol grants Plaintiff the right to identify which of Defendants’ employees email accounts should be searched, how many employees’ email accounts should be searched (up to a maximum of 20 employees), and which search terms Defendants should use in their search regardless of breadth.
Defendants propose that the issue of email production be addressed by Plaintiff with each Defendant individually after topics for discovery are articulated and the benefit of an email search can be weighed against the burden imposed.
On September 29, Judge Everingham entered a discovery order that reflected the parties' agreements and included the following provision resolving the discovery dispute:
"By September 12, 2011, the parties shall meet and confer and agree to a list of 5 custodians and 10 search terms to be used in the collection of e-mails and other electronic messages, i.e. instant messages. After the production of e-mails and other instant messages based on these custodians and search terms has been completed, either party may move to expand the number of search terms or custodians upon a showing of good cause."
A few observations can be made about the order:
- It adopted a date certain for e-mail production, rejecting the position that e-mail discovery should not be required at this time. The date adopted was that proposed by plaintiff, which was about a month after FRCP 26(a)(1) disclosures (this wasn't a mandatory disclosures case, so the date wasn't related to mandatory document disclosures). But - importantly - the date adopted was two weeks before the order even issued, so the parties immediately sought and the court today granted an almost three month extension of this date.
- It rejected the detailed protocol proposed by plaintiff in favor of a a brief two-sentence directive to meet and confer on the custodians and terms to be used for an initial e-mail search.
- It cut the requested custodians and terms from 20/20 to 5/10.
- It permitted additional searching on a showing of good cause.
- It did not include detailed language regarding how searches should be crafted, when cost-shifting would occur, or limit the Court's discretion to consider additional requests. In this, it reflected the defendants' request that these details be worked out by the parties later, in contrast to the model order's establishment - and the plaintiff's request in some respects - to establish a prospective framework for resolution of these issues.
Another Eastern District judge made a ruling on a similar e-mail discovery today, but I'll wait till it is reduced to writing before I post on it - the parties are working on an order reflecting the Court's rulings.