This seminar is designed for controllers, CFOs, tax managers, accountants, business owners and managers, enrolled agents, bookkeepers, attorneys, information managers and records custodians.
The massive amount of electronic data and paper records being created and stored everyday poses a huge challenge to any organization, whether a multi-national company or a small government agency. Recent events surrounding Enron and Microsoft have brought a heightened awareness of the need to follow systematic disposition policies as part of a comprehensive records and information program within your organization. This seminar provides the fundamental framework to developing a comprehensive program for your organization from creating a business case to “sell” the program to top leadership to developing and implementing key program policies and procedures, such as a records retention schedule for all of your records, paper and electronic.
Topics to be discussed will include the following:
• Implementing A Retention Program
• Creating A Records Retention Schedule
• Electronic Records Management
• Records Destruction
• Auditing The Program
• Potential Problems To Consider
8:30 a.m. - 10:00 a.m.
I. Implementing A Retention Program
A. The Post-Enron World
1. Recent Legislation And Court Decisions
B. Business/Non Profit And Government Agency Programs
C. Developing The Business Case To Top Management
1. Presentation Techniques
D. Creating A Program Policy Statement
1. Setting Your Program’s Foundation
2. Defining Terms And Conditions
a. Records vs. Non-Records
b. Program Roles And Responsibilities
10:00 a.m. - 10:15 a.m.
10:15 a.m. - 12:15 p.m.
II. Creating A Records Retention Schedule
A. Planning A Record Retention Project
1. Defining Project Goals
2. Conducting A Needs Assessment
a. Action Steps
3. Choosing Between A Records Inventory vs. A Records Survey
4. Creating Your Project Team
a. Using Internal Resources vs. Leased Employees And Outside Consultants
5. Gaining And Retaining Project Support
B. Creating/Revising Your Retention Schedule
1. Appraisal Criteria For Determining Retention Periods
2. Retention Schedule Formats – Record Function vs. Departmental Series Listings
12:15 p.m. - 1:15 p.m.
Lunch (On Your Own)
1:15 p.m. - 2:30 p.m.
III. Electronic Records Management
A. Electronic Records Retention And The Law
B. Difficulties Commonly Encountered With Electronic Records Management
C. The Pros And Cons Of Optical Imaging
D. The Pros And Cons Of Electronic Document Management And Other Automated Systems.
2:30 p.m. - 3:00 p.m.
IV. Record Destruction
A. General Guidelines For Record Destruction
B. Suspending Destruction Due To Imminent Or Pending Legal Action
1. Implementing “Legal Hold” Procedures
C. Consequences For Improper Records Destruction
3:00 p.m. - 3:15 p.m.
3:15 p.m. - 4:00 p.m.
V. Implementing The 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 Bad Habits
D. Maintaining Your Program In Tough Economic Times
4:00 p.m. - 4:30 p.m.
VI. Seminar Summary/Questions And Answers