Document Retention: 10 Tips for an effective policy Laurie MacFarlane, CIBC Legal Department Charles Morgan, McCarthy Tétr...
Speakers <ul><li>Laurie MacFarlane </li></ul><ul><ul><li>Senior Counsel, Litigation, CIBC Legal Department </li></ul></ul>...
Background <ul><li>Enormous volume of electronic information </li></ul><ul><ul><li>Tens of billions of e-mails sent daily ...
Terminology <ul><li>Electronically stored information (ESI) </li></ul><ul><li>Document </li></ul><ul><li>Retention vs. des...
10 Tips: A panel discussion
<ul><li>Ensure corporate buy-in </li></ul><ul><li>Requires input from a broad range of stakeholders </li></ul><ul><ul><li>...
2.  IT audit <ul><li>Audit where and how documents are kept  </li></ul><ul><ul><li>Servers, PDA, laptops, home computers <...
3. Establish appropriate scope <ul><li>Policy application and implementation </li></ul><ul><li>Target group </li></ul><ul>...
4.  Retention  vs. destruction <ul><li>Purpose of policy includes retention </li></ul><ul><li>Concerns of spoliation and S...
5. Retention vs. destruction (continued) <ul><li>Purpose of policy includes destruction </li></ul><ul><li>Multiple conside...
6.  Legal   and business imperatives   <ul><li>Statutory retention periods vary </li></ul><ul><ul><li>Business activity </...
7. Efficient document holds <ul><li>Threatened or actual litigation or government action </li></ul><ul><ul><li>Efficient i...
8 .  Electronic vs. paper documents <ul><li>Retention of electronic documents handled somewhat differently </li></ul><ul><...
9.  Transitory documents <ul><li>Represent a step in the document creation process  </li></ul><ul><ul><li>Casual communica...
10. Reference relevant policies <ul><li>Retention policy is one piece of the information puzzle </li></ul><ul><ul><li>Conf...
Questions ?
Vancouver P.O. Box 10424, Pacific Centre Suite 1300  777 Dunsmuir Street  Vancouver BC  V7Y 1K2 Tel: 604-643-7100  Fax: 60...
Upcoming SlideShare
Loading in …5
×

Document Retention 10 Tips For An Effective Policy Dec 4 2007 Cdn Institute

2,079 views
1,924 views

Published on

Published in: Business, Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
2,079
On SlideShare
0
From Embeds
0
Number of Embeds
31
Actions
Shares
0
Downloads
42
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide
  • Document Retention 10 Tips For An Effective Policy Dec 4 2007 Cdn Institute

    1. 1. Document Retention: 10 Tips for an effective policy Laurie MacFarlane, CIBC Legal Department Charles Morgan, McCarthy Tétrault LLP David Gray, McCarthy Tétrault LLP
    2. 2. Speakers <ul><li>Laurie MacFarlane </li></ul><ul><ul><li>Senior Counsel, Litigation, CIBC Legal Department </li></ul></ul><ul><ul><li>Litigation and document policy experience across multiple jurisdictions </li></ul></ul><ul><li>Charles Morgan </li></ul><ul><ul><li>Partner, McCarthy Tétrault LLP </li></ul></ul><ul><ul><li>Document retention policy drafting and implementation </li></ul></ul><ul><li>David Gray </li></ul><ul><ul><li>Associate, McCarthy Tétrault LLP </li></ul></ul><ul><ul><li>Litigation E-discovery </li></ul></ul><ul><ul><li>The views expressed in this presentation are those of the authors only and do not represent the views or policies of Canadian Imperial Bank of Commerce or any of its related or subsidiary corporations. </li></ul></ul>
    3. 3. Background <ul><li>Enormous volume of electronic information </li></ul><ul><ul><li>Tens of billions of e-mails sent daily </li></ul></ul><ul><ul><li>Approximately 90% of documents in electronic format </li></ul></ul><ul><ul><li>Multiple copies of same information </li></ul></ul><ul><li>Business data has been growing at approximately 70% to 120% per year </li></ul><ul><li>Use of diverse technology for business purposes </li></ul>
    4. 4. Terminology <ul><li>Electronically stored information (ESI) </li></ul><ul><li>Document </li></ul><ul><li>Retention vs. destruction </li></ul><ul><li>Litigation hold </li></ul><ul><li>Information technology (IT) </li></ul>
    5. 5. 10 Tips: A panel discussion
    6. 6. <ul><li>Ensure corporate buy-in </li></ul><ul><li>Requires input from a broad range of stakeholders </li></ul><ul><ul><li>Fundamental step </li></ul></ul><ul><li>Significant time and cost investment </li></ul><ul><ul><li>Invest management time at outset </li></ul></ul><ul><li>Not just a compliance issue </li></ul><ul><ul><li>Litigation </li></ul></ul><ul><ul><li>IT resources </li></ul></ul><ul><li>Strategic cost – benefit analysis </li></ul>
    7. 7. 2. IT audit <ul><li>Audit where and how documents are kept </li></ul><ul><ul><li>Servers, PDA, laptops, home computers </li></ul></ul><ul><ul><li>Corporate teams, assistants and shared repositories </li></ul></ul><ul><li>Audit present (and potential) IT structure </li></ul><ul><ul><li>Structural possibilities and limitations </li></ul></ul><ul><ul><li>Disaster recovery vs. efficient discovery </li></ul></ul><ul><ul><li>Planned technological changes </li></ul></ul><ul><li>Seek efficient IT structure </li></ul><ul><ul><li>Keeping is one thing, finding is another </li></ul></ul>
    8. 8. 3. Establish appropriate scope <ul><li>Policy application and implementation </li></ul><ul><li>Target group </li></ul><ul><ul><li>Corporate group, affiliates, related entities </li></ul></ul><ul><li>Applicable business lines </li></ul><ul><ul><li>Sector specific legislation </li></ul></ul><ul><ul><li>Sector specific litigation risk </li></ul></ul><ul><li>Identify applicable jurisdictions </li></ul>
    9. 9. 4. Retention vs. destruction <ul><li>Purpose of policy includes retention </li></ul><ul><li>Concerns of spoliation and Sarbanes-Oxley </li></ul><ul><ul><li>Negative inference </li></ul></ul><ul><ul><li>Acting or attempting to ‘corruptly’ alter or destroy a record or other object ‘with the intent to impair the object’s integrity or availability for the use in an official proceeding’ is punishable with fines and or imprisonment of up to 20 years. </li></ul></ul>
    10. 10. 5. Retention vs. destruction (continued) <ul><li>Purpose of policy includes destruction </li></ul><ul><li>Multiple considerations </li></ul><ul><ul><li>Cost and practicality of storage </li></ul></ul><ul><ul><li>Administrative inefficiency </li></ul></ul><ul><ul><li>Efficient retrieval </li></ul></ul><ul><li>Documents destroyed regularly in normal course </li></ul><ul><ul><li>Policy unifies and formalises practice </li></ul></ul><ul><li>Systematic document destruction in accordance with applicable law </li></ul>
    11. 11. 6. Legal and business imperatives <ul><li>Statutory retention periods vary </li></ul><ul><ul><li>Business activity </li></ul></ul><ul><ul><li>Type of document </li></ul></ul><ul><ul><li>Jurisdiction </li></ul></ul><ul><li>Litigation and investigations </li></ul><ul><li>Business imperatives </li></ul><ul><ul><li>Retention for business purposes absent legal requirement </li></ul></ul><ul><ul><li>Corporate history, due diligence, business concerns </li></ul></ul>
    12. 12. 7. Efficient document holds <ul><li>Threatened or actual litigation or government action </li></ul><ul><ul><li>Efficient implementation of document holds </li></ul></ul><ul><ul><li>May require immediate stop to relevant document destruction </li></ul></ul><ul><li>Requires policy and IT convergence </li></ul><ul><ul><li>Legal must provide clear, targeted instructions on what to hold </li></ul></ul><ul><ul><li>IT must be able to execute based on policy </li></ul></ul>
    13. 13. 8 . Electronic vs. paper documents <ul><li>Retention of electronic documents handled somewhat differently </li></ul><ul><li>Rules re: scanning and “microfiching” of documents </li></ul><ul><li>Integrity of electronic documents </li></ul><ul><li>Metadata </li></ul><ul><li>Delete vs. destroy </li></ul><ul><li>Websites </li></ul>
    14. 14. 9. Transitory documents <ul><li>Represent a step in the document creation process </li></ul><ul><ul><li>Casual communication </li></ul></ul><ul><ul><li>Drafts </li></ul></ul><ul><li>Evolution of a document is revealing, but may be misleading </li></ul><ul><ul><li>Provides context yet includes risk </li></ul></ul><ul><li>Divergent opinions regarding whether to keep </li></ul><ul><li>Sarbanes-Oxley: some drafts must be kept </li></ul>
    15. 15. 10. Reference relevant policies <ul><li>Retention policy is one piece of the information puzzle </li></ul><ul><ul><li>Confidentiality policies </li></ul></ul><ul><ul><li>Security policies </li></ul></ul><ul><ul><li>Acceptable use policies </li></ul></ul><ul><ul><li>Privacy policies </li></ul></ul>
    16. 16. Questions ?
    17. 17. Vancouver P.O. Box 10424, Pacific Centre Suite 1300 777 Dunsmuir Street Vancouver BC V7Y 1K2 Tel: 604-643-7100 Fax: 604-643-7900 Calgary Suite 3300 421 – 7th Avenue SW Calgary AB T2P 4K9 Tel: 403-260-3500 Fax: 403-260-3501 Toronto Box 48, Suite 4700 Toronto Dominion Bank Tower Toronto ON M5K 1E6 Tel: 416-362-1812 Fax: 416-868-0673 Ottawa The Chambers Suite 1400 40 Elgin Street Ottawa ON K1P 5K6 Tel: 613-238-2000 Fax: 613-563-9386 Montréal Suite 2500 1000 De La Gauchetière Street West Montréal QC H3B 0A2 Tel: 514-397-4100 Fax: 514-875-6246 Québec Le Complexe St-Amable 1150, rue de Claire-Fontaine, 7 e étage Québec QC G1R 5G4 Tel: 418-521-3000 Fax: 418-521-3099 United Kingdom & Europe 5 Old Bailey, 2nd Floor London, England EC4M 7BA Tel: +44 (0)20 7489 5700 Fax: +44 (0)20 7489 5777

    ×