National Association of Document Managers

Castries
St Lucia

Ref: 1234567 11th January 2012

Ms Burnadette Hamil
34 Main Street
Castries
St Lucia

Dear Miss Hamil,

INVITATION TO QUARTERLY MEETING
I am very pleased to invite you to attend the next quarterly meeting of
the National Association of Document Managers. The breakfast session will be
held at the Sparkling Waters Hotel on the last Wednesday in March.
This event promises to be a special one as the guest speaker will be Ms
Dawn Segree, the president of the Caribbean chapter of the International
Society for records Management. This will be the first time that Ms Segree will
be visiting St Lucia and we hope to make it a very special time for her.
There will be opportunities to ask questions and discuss document
management issues on which you would like advice. This event will open at
8am and will begin within informal networking between delegates. The guest
speaker will be introduced at 9am and her talk will last for approximately half
an hour. Refreshment will be provided. We ask that you provide details of any
Topics to be discussed include:
1. Retention of Files.
This will examine archiving issues as well as legal limits for retaining
electronic files.
 2. Tracing Document Versions.
This is a necessary procedure for every company and promise to be
insightful.

3. Manual and Electronic Filling Systems.

This advantage of using electronic filing system will be examined and
a representative from Bell Document Company will lead a case study.

4. Data Protection Issues.

This talk will look at a company’s responsibilities in relation to the
Protection of client and supplier data when held in company files.

The event will be recorded for transmission on the national radio station
in St Lucia. The recording will be broadcast on 1st April in their ‘Business Affairs’
programme that air at 5pm. When you arrive at the venue you will be asked
to sign an agreement permitting use of your comment in the recording . if you
do not wish your comments to be included, we kindly ask to you do not
contribute to the main discussion . There will be opportunities for discussion
that will not be included in the recording at the beginning and end of the
event.
Kindly contact us by email and let us know how many persons from your
organisation will be in attendance.
We look forward to seeing you in March.
Taneisha Bigby
Secretary