Local records in thecorporate retentionschedule- are they in or out?

Business Archives Council10 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

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…

The Historical

Perspective

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

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 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

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 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.

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