Local records in the
corporate retention
schedule
- are they in or out?
Business Archives Council
10 November 2011
Agenda
•
Introductions
•
More about the A.P. Moller - Maersk Group
•
The Historical Perspective
•
The State of Affairs
•
Compliance Activites
•
Steps 1 and 2
•
Conclusions
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
Company ownership & What we do…
Private shareholders
A.P. Moller-related foundations
A.P. Møller - Mærsk A/S
Container shipping, terminals
and related activities
Retail activities
Tankers, offshore and
other shipping activities
Shipyards, container production
and other companies
Oil and gas activities
The Historical
Perspective
A.P. Moller - Maersk Group milestones
1904:
1928:
1928:
1959:
1962:
1964:
1967:
Company
established
with a general
cargo ship
First liner
service
between
US and
Asia
The first
tanker
vessel was
added to
the Maersk
fleet
Opening of
the new
shipyard at
Lindø
Oil
exploration
and
production
activities
initiated
Dansk
Supermarked
(retail
business)
established
Maersk
Maersk
Supply
Contractors
Service
established
established
1972:
1972:
1975:
1977:
1994:
1999:
1999:
2005:
2005:
Maersk Oil first oil
in the North Sea
First
containerised
vessels
Mercantile
now Maersk
Logistics
established
Maersk Oil
commenced oil
production in
Qatar
Safmarine
Container
Lines
(SCL)
acquired
Sea-Land
acquired
P&O
Nedlloyd
acquired
Oil and gas
interests of
Kerr-McGee
UK acquired
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
The State of Affairs
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…
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.
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.
Compliance Activities
Group Records and Information Management Policy
The objective is to establish the A.P. Moller - Maersk Group
Records and Information Management Policy.
The purpose of the project is to secure future records
management and archiving processes will be carried out in a
secure and efficient environment supported by consistent
procedures and processes.
Deliverables include
• RIM Policy Statement
• Roles and Responsibilities
• Relationship with Existing Policies
• Guides and Tools for Implementation
• Retention Policy
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
First Steps:
Limit the Damages…
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…
The Records Management Scope
•
Inventory of business processes and
records
•
Establish importance of the record types
•
Build the Information Retention Policy
Second step:
Stop right here…!
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.
Group Retention Schedule
Policy 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.
Conclusions
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…
Thank you
for your attention