Retention. A Workshop on Retention Policies:- The risks, possible approaches and implementation issues

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1 Introduction Most inter- and intra-business communication takes place by . The bases for critical decisions and contractual agreements are often only documented in . Courts both in Europe and in the US are increasingly demanding access to relevant s in the course of litigation. However, few organisations have implemented clear policies and procedures for the retention of business-critical s. This workshop focuses on the business issues involved in the area: - the litigation threat, the risks of inaction, the nature of the policies required, and the change process needed for a full implementation. Although IT issues will be touched on, the discussion will focus on the business issues, rather than dwell on technical detail. Structure of the Workshop The workshop will be highly interactive, with an emphasis on delegates learning from each other as well as from the speakers. All the speakers have considerable experience in the field, and will emphasise practical experience and real examples, rather than taking a theoretical approach. There will be three main sections to the day:- - A discussion of the pressures to take action, the risks, including legal risks, and how to convince top management of the need to act. - A consideration of the kind of policies required, and how to get them implemented in the organisation - A case study of implementation of policies in a major Swiss Bank. See the programme for details.

2 Speakers Jeff Rodwell is a partner at Reed Smith Richards Butler, who has advised on privacy law for over 12 years in various jurisdictions. He has advised several multi-national corporations on document retention policies and procedures as well as numerous privacy issues relating to use, storage and retrieval. Some of the more related issues have involved dealing with the complications of US discovery obligations, US regulatory investigation and whistle-blowing processes in various EU countries. Tony Hendley is Managing Director and head of Cimtech s research and consultancy division. With a degree and postgraduate qualifications in information science and computing, and more than fifteen years of intensive research into imaging, electronic document management and workflow management systems, he is one of the UK s leading authorities in this area. Tony is a past president of the British Computer Society s Document Imaging Specialist Group and a regular speaker at national and international events. Michel D. Porchet is a member of the management of a major Swiss bank with an experience of over 25 years in all kinds of logistical aspects. During the last 6 years he was responsible for building up Records Management functions in Switzerland (standards and policies, guidelines, systems and procedures) and has successfully implemented an Journaling system for the bank in Switzerland. Organisers Altran is a major innovation consultancy, with more than 16,000 employees. This workshop arises out of work Altran CIS undertakes with the Records Management Forum ( a group of Blue Chip European organisations exploring innovative approaches to Records Management. Reed Smith Richards Butler is a multi-national law firm with approximately 1,500 lawyers in 6 countries. It represents many of the world's leading companies and provides privacy advice & services to many companies, in relation to commercial, regulatory and litigation issues.

3 Time and Place The Workshop will take in Central London, on Friday 4 th May Registration starts at 8.30 a.m.; the workshop begins at 9.15 a.m. and will finish at 4.00 pm. Full details of the location will be provided on registration. Who should attend? Managers and senior professionals in impacted functional areas from organisations at risk from retention issues. These will especially include pharmaceuticals, oil and gas, automotive and state sectors. Registration and Costs To register for this once-off event, please complete the attached registration form and it to Simon Atkinson. Your booking will be confirmed, and you will be sent full joining instructions. The cost of the workshop is 700 per person, which includes lunch and refreshments. Those registering before 16 th March gain the benefit of an Early Bird Discount, with a reduced cost of 600. If you have any questions concerning the event, please Simon Atkinson of Altran.

4 London Friday 4 th May 2007 Workshop Programme 08:30-09:15 Registration 09:15 Welcome, Overview of Agenda 09:30 Why worry? Jeff Rodwell Reed Smith Coffee - What is the problem in EU and US? - How to create understanding of the problem in an organisation? - What kinds of organisations are most at risk? - Experiences of litigation impact Discussion/ brainstorm on the concerns and risks What should organisations do? Tony Hendley - Policies and standards - The role of technology what it can and can t achieve - Cultural change Discussion on possible approaches Lunch

5 13.30 How do we solve the problem? Michel Porchet Tea Michel will describe how a major international Swiss bank has tackled the issues. He will cover:- Project Organisation and stakeholders Solution and processes implemented in Switzerland Problems encountered (e.g. encrypted mails) Volumes and expectations Solutions planned for global implementation Discussion/ brainstorm/ syndicate work on retention implementation issues Action Plans how do delegates take this learning into their organisations discussion Conclusions/ wrap-up

6 Registration Form Name: Company: Position: Business Address: Post Code: Country: Telephone: Invoicing Instructions: When complete, click the Submit button to your registration details.

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