Available for on-site presentation only at this time.
The massive amount of electronic data and paper records being created everyday poses a huge challenge to any organization, whether a multi-national company or a small government agency. Corporate scandals and new laws concerning personal information privacy and security have brought a heightened awareness of the need to follow good, systematic records retention and disposition policies. Yet while some organizations have such policies, they are often out-dated, inadequate, or simply ignored. Changes brought about by the Sarbanes-Oxley Act and other federal and state legislation and our increasingly litigious society makes it imperative that every organization now must take steps to manage its records and information to be fully compliant with all regulatory and legal requirements. This seminar provides the fundamental framework to develop and implement your records retention and disposition practices and well as maintain a viable, cost-effective records and information management program for your organization.
- The five steps in creating and maintaining a compliant retention program
- How the Sarbanes-Oxley Act impacts your record keeping
- Why your current retention practices may not protect and actually hurt your organization
- The four criteria to use when creating or reviewing records retention periods
- Guidelines to use when implementing and managing electronic records systems, including optical imaging, document management and email
- Creating and implementing a proper legal hold policy
- How life cycle management can help cut your business costs
- Helpful hints and suggestions in developing and maintaining your overall records and information management program, including best practices for equipment and system purchases, inactive records storage, avoiding the creation of 'bad' records that may be used in litigation, and other issues and topics
8:30 a.m. - 10:00 a.m.
I. Why You Need A Compliant Program
A. Lessons From Enron And The Demise Of Arthur Andersen
B. The Government Strikes Back: The Sarbanes-Oxley Act And What It Means To You
C. Other Legislation That May Impact Your Records Program
D. Why Having Retention Policies Is Not Always Enough
1. The Impact of Court Decisions Concerning Retention Schedules, Discovery, And Spoliation Of Evidence
E. Managing 'Bad' Records In Today's Legal Environment
10:00 a.m. - 10:10 a.m.
10:10 a.m. - 12:00 p.m.
II. Electronic Records And Their
A. The Many Challenges Of Electronic Records Management
B. Electronic Record Retention, The Law, And What You Need To Know
C. The Pros And Cons Of Optical Imaging And Electronic Document Management Systems
D. Email Management Tips And Best Practices
III. The Fundamentals Of Creating
A. How to Determine Records Retention Periods
B. Sources For Legal And Other Research
C. Creating/Revising Your Retention Schedule
1. Retention Schedule Formats - Record Function vs
Departmental Series Listings
12:00 p.m. - 1:00 p.m.
Lunch (On Your Own)
1:00 p.m. - 2:45 p.m.
III. The Fundamentals Of Creating
Records Retentions (Continued From
The Morning Session)
IV. Developing The Business Case For A
A. The Differences Between Business/Non-Profit/Government Programs
B. Presentation Material And Techniques To Top Management
V. Creating A Program Policy Statement
A. Setting Your Program's Foundation
1. Defining Terms And Conditions
a. Records Vs Non-Records
b. Program Roles And Responsibilities
VI. Creating A Viable Record Retention
A. Planning A Record Retention Project
1. Defining Project Goals
2. Conducting A Needs Assessment
a. Actions Steps To Take
3. Choosing Between A Record Inventory And A Records Survey Project
4. Creating Your Project Team
a. Using Internal Resources Versus Leased
Employees Or Outside Consultants
5. Gaining And Retaining Project Support
2:45 p.m. - 2:55 p.m.
2:55 p.m. - 4:30 p.m.
VII. Record Destruction And Legal Holds
A. General Guidelines For Record Destruction
B. Suspending Destruction Due To Imminent Or Pending Legal Action
1. Implementing 'Legal Hold'
C. Consequences For Improper Records Destruction
VIII. Implementing Your Program
A. Training Staff
1. Scope Of Training
2. Roles And Responsibilities
3. Training Tools And Job aids
B. Conducting A Program Audit
1. Monitoring Electronic Record Growth
C. Potential Problems
1. Overcoming Traditions And
D. Maintaining Your Program In Tough Economic Times
IX. Seminar Summary/Questions And