Evidence Preservation Procedure

SP 3-100

APPROVED: August 25, 2016
EFFECTIVE: August 25, 2016


/ Nancy J. McCallin /
Nancy J. McCallin, Ph.D.
System President


This procedure applies to all employees within the Colorado Community College System (CCCS or System).


Pursuant to Board Policy (BP) 3-100, all employees who are placed on notice of litigation, or that is reasonably anticipated, shall preserve evidence that might be relevant to the litigation or potential litigation, including paper and electronic records and physical evidence. Records required to be preserved include all documents, emails, reports, photographs, videos, films, drawings, recordings, voicemail messages, or any other form of written or electronic communications related to the claim or potential claim.


The System President delegates to each College President the responsibility to ensure this procedure is implemented at their College. The System President will be responsible to ensure this procedure is implemented at the System Office.

The System and College Presidents shall designate someone to be the contact(s) responsible in overseeing the evidence preservation process at CCCS or the Colleges. Once designated, he/she shall notify CCCS Legal Affairs of this designation.

CCCS Legal Affairs shall be responsible to initiate all preservation requests, in writing, to the applicable preservation contact.

The preservation contact shall be responsible for coordinating with CCCS Legal Affairs, CCCS Information Technology (IT) and College IT the preservation process, which includes, but is not limited to:

  • Communicating to all pertinent individuals of the need to preserve all relevant evidence;
  • Communicating with CCCS IT to make sure all pertinent email accounts are being preserved; and
  • Communicating with College IT to make sure all necessary steps are being taken to preserve relevant electronic evidence.


It is a violation of this procedure to engage in retaliatory acts against anyone involved with the preservation of evidence.

Revising this Procedure

CCCS reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately.