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Document Retention: Getting it Right

A one day course examining how to develop a robust policy on retaining documents.

Duration: Full day        CPD: 6 hours

About

All businesses will be aware of the need to keep certain records for legal and commercial reasons – the problem, though, lies in knowing exactly which ones to keep, and for how long.

This one day course examines the importance for companies of having a robust document retention policy, and considers the risks inherent in the storage and destruction of information. Delegates will receive guidance on how to develop and maintain an effective document retention policy that balances business need with regulatory obligation; procedures for the disposal of materials; data law and the use of documents as evidence; and the retention of electronic data. The course will also examine the harsh consequences for companies should they fail to put in place a clear, structured policy.

Who is this course for?
Company secretaries and their teams, and any others involved in the collection and management of corporate documents

Course highlights

  • Document management polices
  • Retention schedules
  • Disposal and review procedures
  • Electronic data
  • Documents as evidence
  • Data protection and other legal issues

What will you get out of it?

  • An understanding of which documents your organisation needs to retain, why – and for how long
  • Confidence to develop a robust document retention strategy that balances organisational need with data law and effective risk management
  • The chance to ask our experts about the potential consequences of destroying certain documents
  • Six months’ free affiliate membership of ICSA on attending this course. This gives you opportunities to extend your learning through regular briefings and the knowledge base, benefit from exclusive discounts on further training and publications and extend your network. Discover more.

To find out more, call 020 7612 7034 or contact us

Programme

09.00 Registration & tea/coffee
09.30 Document management polices
  • Where to start? Why not just keep everything?
  • What is a document and why have a policy?
  • Who needs to approve it and what should the policy cover?
  • Project management
  • Proportionate response
Retention schedules
  • Establishing retention periods and schedules
  • What should be set out in retention schedules?
  • Factors that determine retention periods
  • Purposes for which records are kept
  • How should the schedules be laid out?
  • Planning for distribution to users
  • Guidance to retention periods for: accounting and tax records, personnel, health & safety and pension records contracts company secretarial, material information management sales and marketing
11.30 Tea/coffee
11.45 Disposal and review procedures
  • Making the policy work and review procedures
  • Methods for disposing of paper and electronic records
  • Sensitivity categories, disposal record and archiving
Electronic data
  • BSI code on legal admissibility of electronic information
  • Converting paper documents to electronic records
  • Regulatory requirements for creating and storing electronic data
  • Emails – policies, storage and treatment
13.00 Lunch
13.45 Documents as evidence
  • Documentary evidence
  • The discovery process
  • Privilege
Risk assessments and limitation periods should litigation occur
  • Record retention for risk assessments and liability limitation
  • Criminal and civil actions and an overview of limitation periods
15.45 Tea/coffee
16.00 Data protection and other legal issues?
  • Record retention for risk assessments and liability limitation
  • Criminal and civil actions and an overview of limitation periods
17.00 Close


Trainer

Andrew C Hamer

Andrew C Hamer

Andrew is a Partner of The Mentor Partnership, a consultancy specialising in company secretarial practice, publishing and training.

More about Andrew C Hamer

    Course price

    £665 + VAT (Non-members)
    £510 + VAT (ICSA members)
    £335 + VAT (ICSA students)

    Course date

    3 May 2018 Book now

    Course location

    • Saffron House
      6-10 Kirby St
      London
      EC1N 8TS

    Other dates

    Course date

    13 September 2018 Book now

    Course location

    • Saffron House
      6-10 Kirby St
      London
      EC1N 8TS

    Free affiliateship

    Get six months free affiliate membership of ICSA with this course and benefit from our knowledge, network and exclusive discounts.

    Course price

    £665 + VAT (Non-members)
    £510 + VAT (ICSA members)
    £335 + VAT (ICSA students)

    Course date

    3 May 2018 Book now

    Other dates

    Course location

    • Saffron House
      6-10 Kirby St
      London
      EC1N 8TS

    Bespoke Training

    We can deliver our training courses within your organisation, allowing you to tailor the content to meet your particular needs.
    Find out more