Local records in the corporate retention schedule - are they in or out? Business Archives Council 10 November 2011

Agenda Introductions More about the A.P. Moller - Maersk Group The Historical Perspective The State of Affairs Compliance Activites Steps 1 and 2 Conclusions

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

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

The Historical Perspective

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

International expansion Number of countries with own offices 1905: : : : : : : 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. Archives management focus on physical storage and disposition of records. management is world class. Electronic records management requires investigation and development…

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

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

Compliance Activities

Group Records and Information Management Policy The objective is to establish the A.P. Moller - Maersk Group Records and Information Management Policy. 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. Deliverables include RIM Policy Statement Roles and Responsibilities Relationship with Existing Policies Guides and Tools for Implementation Retention Policy

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

First Steps: Limit the Damages…

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, schools…

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…!

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

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

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