Your Safety Records Are Evidence: Data Mapping and E-Discovery with Tom O’Connor | Risk Matrix Episode 158

Risk Matrix #158: Your Safety Records Are Evidence: Data Mapping and E-Discovery with Tom O’Connor

“It’s better to disclose it than to get caught not disclosing it and it’s far even worse to manufacture evidence.”

Your organization may have every required safety record on file. But when litigation begins, can you locate those records, verify their integrity, and produce them when requested?

In episode 158 Dr. Logan F. Martin and James Junkin welcome back Tom O’Connor, Director of the Gulf Coast Legal Technology Center, to discuss data mapping, electronic discovery, and why missing or altered safety documentation can put an organization’s credibility at risk.

KEY TAKEAWAYS

• Data mapping starts before litigation. Data mapping identifies what electronic records an organization maintains, where they are stored, and who can access them. That includes safety documentation on company servers, cloud platforms, and employees’ personal devices. Tom emphasizes the importance of maintaining an accurate data map so organizations can identify and retrieve electronically stored information (ESI) when litigation arises.
• Missing evidence can damage your credibility. Deleted incident photographs, withheld emails, and altered safety documentation can leave a digital trail. Metadata may reveal when documents were modified, while missing photographs or gaps in email correspondence can raise questions during discovery. James warns that manufacturing evidence is far worse than acknowledging missing or incomplete records.
• Company records remain a responsibility when employees leave. Safety professionals may store company documentation on personal laptops, phones, or email accounts. When those employees depart, organizations still need access to their business records. Tom explains why maintaining copies and establishing clear procedures for retaining company information are essential to protecting those records.

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