National Association of Document Managers

Castries, St. Lucia

Ref.: 1234567

January 11, 2012

Ms. Burnadette Hamil

34 Main Street
Castries
St. Lucia

Dear Ms. 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. The event will open at 8:00 a.m. and will begin with informal
networking between delegates. The guest speaker will be introduced at 9:00 a.m. and her talk
will last for approximately half an hour.

Refreshments will be provided. We ask that you provide details of any dietary requirements
when you confirm attendees from your organisation.

Topics to be discussed include:

1. Retention of Files

This will examine archiving issues as well as legal limits for retained electronic files

2. Tracing Document Versions

This is a necessary procedure for every company and promises to be insightful

 National Association of Document Managers
Castries, St. Lucia
3. Manual and Electronic Filing System
The advantages of using an 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 April 1, 2012 in their ‘Business Affairs’ programme that airs at
5:00 p.m. When you arrive at the venue you will be asked to sign an agreement permitting use
of your comments in the recording. If you do not wish your comments to be included, we kindly
ask that 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.

Yours sincerely,

Taneisha Bigby
Secretary

TB/ys