Local records in the corporate retention schedule - are they in or out?
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Transcript of Local records in the corporate retention schedule - are they in or out?
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Local records in thecorporate retentionschedule- are they in or out?
Business Archives Council10 November 2011
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Agenda
• Introductions
• More about the A.P. Moller - Maersk Group
• The Historical Perspective
• The State of Affairs
• Compliance Activites
• Steps 1 and 2
• Conclusions
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A conglomerate of very different businesses
• The A.P. Moller - Maersk Group was founded in 1904 by Mr
A.P. Møller
• 108,000 employees and operations in about 130 countries
with own offices and employees
• Headquarters in Copenhagen, Denmark
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A.P. Møller - Mærsk A/S
A.P. Moller-related foundations Private shareholders
Shipyards, container production and other companies
Retail activities
Oil and gas activities
Tankers, offshore and other shipping activities
Container shipping, terminals and related activities
Company ownership & What we do…
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The Historical
Perspective
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A.P. Moller - Maersk Group milestones
1994:
Maersk Oil commenced oil production in Qatar
1928:
The first tanker vessel was added to the Maersk fleet
1977:
Mercantile now Maersk Logistics established
2005:
Oil and gas interests of Kerr-McGee UK acquired
1999:
Safmarine Container Lines (SCL) acquired
2005:
P&O Nedlloyd acquired
1904:
Company established with a general cargo ship
1928:
First liner service between US and Asia
1962:
Oil exploration and production activities initiated
1964:
Dansk Supermarked (retail business) established
1999:
Sea-Land acquired
1972:
Maersk Oil first oil in the North Sea
1975:
First containerised vessels
1972:
Maersk Contractors established
1959:
Opening of the new shipyard at Lindø
1967:
Maersk Supply Service established
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International expansion
Number of countries with own offices
1905: 1
1930: 2
1960: 7
1975: 11
1990: 40
2000: 100
2010: 130
Maersk Line
Maersk Oil
APM Terminals
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The State of Affairs
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Current status
• There is little standardization of best practices
and basic records and information management
skills.
• Archives management focus on physical storage
and disposition of records.
• Email management is world class.
• Electronic records management requires
investigation and development…
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The 5 year trend
• The regulatory environment will increase in size
and complexity.
• Information and Records Management will be
formalised.
• The need for efficient records management is
widely recognised in the international
business environment.
• Skilled and specialised staff.
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Future mode of operations
We will promote the concept of
information and records management
shifting the focus from archival provision
to management of all records created,
in all mediums, throughout the record continuum,
to ensure compliance with the regulatory environment
and to support effective sharing of knowledge.
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Compliance Activities
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Group Records and Information Management PolicyThe objective is to establish the A.P. Moller - Maersk GroupRecords and Information Management Policy.
The purpose of the project is to secure future records management and archiving processes will be carried out in asecure and efficient environment supported by consistentprocedures and processes.
Deliverables include• RIM Policy Statement• Roles and Responsibilities• Relationship with Existing Policies• Guides and Tools for Implementation• Retention Policy
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The Programme Organisation
• Steering Committee (Group Legal, Group Internal Audit, Group IT Security)
• Retention Officers in each business unit
• Retention Policy Execution Team
• Discovery Team
• Execution:
Training, Communication,
Retention Schedules, Support
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First Steps:
Limit the Damages…
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The Geographical Scope
A Risk Management Exercise
• Where are we and what are we doing…?
• Where are we planning to do…what?
• Which countries are most important?
• Regulatory Environment – culture, schools…
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The Records Management Scope
• Inventory of business processes and
records
• Establish importance of the record types
• Build the Information Retention Policy
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Second step:
Stop right here…!
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Group Retention Schedule
Policy Statement (1)
• A.P. Moller - Maersk recognizes that the efficient management of its
information is necessary to support its core functions, to comply
with its legal and regulatory obligations and to contribute to
the effective management of business.
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Group Retention SchedulePolicy Statement (2)
• Therefore, business units and group functions are required
to implement relevant records and information policies and
procedures, including a retention policy in compliance with
the local regulatory environment.
• To ensure the implementation of coherent policies, the
template for local policies issued by
Group Legal must be
utilized.
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Conclusions
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Actions
• The Group is too complex for a general retention schedule
• Group Legal will establish a retention schedule for certain record types
• Business units will establish detailed retention schedules as needed
• Group Internal Audit will do that…
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Thank you
for your attention