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Local records in the

corporate retention
- are they in or out?

Business Archives Council
10 November 2011



More about the A.P. Moller - Maersk Group

The Historical Perspective

The State of Affairs

Compliance Activites

Steps 1 and 2


A conglomerate of very different businesses • The A. Denmark Mr . Møller • 108.Maersk Group was founded in 1904 by A.000 employees and operations in about 130 countries with own offices and employees • Headquarters in Copenhagen.P. Moller .P.

Moller-related foundations A. Møller .Mærsk A/S Container shipping.Company ownership & What we do… Private shareholders A. terminals and related activities Retail activities Tankers.P.P. offshore and other shipping activities Shipyards. container production and other companies Oil and gas activities .

The Historical Perspective .

Maersk Group milestones 1904: 1928: 1928: 1959: 1962: 1964: 1967: Company established with a general cargo ship First liner service between US and Asia The first tanker vessel was added to the Maersk fleet Opening of the new shipyard at Lindø Oil exploration and production activities initiated Dansk Supermarked (retail business) established Maersk Maersk Supply Contractors Service established established 1972: 1972: 1975: 1977: 1994: 1999: 1999: 2005: 2005: Maersk Oil first oil in the North Sea First containerised vessels Mercantile now Maersk Logistics established Maersk Oil commenced oil production in Qatar Safmarine Container Lines (SCL) acquired Sea-Land acquired P&O Nedlloyd acquired Oil and gas interests of Kerr-McGee UK acquired .A. Moller .P.

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. • Email management is world class. • Archives management focus on physical storage and disposition of records. • Electronic records management requires investigation and development… .

international . • Skilled and specialised staff.The 5 year trend • The regulatory environment will increase in size and complexity. • The need for efficient records management is widely recognised in the business environment. • Information and Records Management will be formalised.

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. throughout the record continuum. to ensure compliance with the regulatory environment and to support effective sharing of knowledge. in all mediums. .

Compliance Activities .

Group Records and Information Management Policy The objective is to establish the A.Maersk Group Records and Information Management Policy. Moller . Deliverables include • RIM Policy Statement • Roles and Responsibilities • Relationship with Existing Policies • Guides and Tools for Implementation • Retention Policy .P. The purpose of the project is to secure future records management and archiving processes will be carried out in a secure and efficient environment supported by consistent procedures and processes.

The Programme Organisation • Steering Committee (Group Legal. Communication. Retention Schedules. Group Internal Audit. Support . Group IT Security) • Retention Officers in each business unit • Retention Policy Execution Team • Discovery Team • Execution: Training.

First Steps: Limit the Damages… .

schools… .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.

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…! .

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. . Moller .P.Group Retention Schedule Policy Statement (1) • A.

the template for local policies issued by Group Legal must be utilized. including a retention policy in compliance with the local regulatory environment. . business units and group functions are required to implement relevant records and information policies and procedures.Group Retention Schedule Policy Statement (2) • Therefore. • To ensure the implementation of coherent policies.

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 .