Document Management & Retention

Wednesday, May 04 to Thursday, May 05, 2011

Metropolitan Hotel, Toronto, Ontario

DAY 1: WEDNESDAY, MAY 4, 2011

8:00 Registration Opens and Coffee Served

8:45 Opening Remarks from the Co-Chairs

Paula Lederman
Principal
IMERGE Consulting Inc.

9:00 Document Retention: A Checklist of What You Really Need to Keep and for How Long

John Wilkinson
Partner
WeirFoulds LLP

Steve Cronkwright
Founder and Partner
InfoMatrix

• The different types of retention requirements: legal, archival and administrative
• A list of what types and classes of documents need to be retained
• Legislation that may affect your retention policies
• How long do you need to keep certain documents and which ones do you have to keep as originals vs. scanned?
• Retention in practice – do organizations have one company-wide retention policy or different policies for different departments?
• What are the risks of keeping too much or keeping it for too long?
• An outline of the privacy concerns that you need to consider
• Legal requirements for record disposal
• Special considerations relating to pending litigation and e-discovery

10:00 Networking and Refreshment Break

10:15 Best Practices for Creating and Implementing a Successful Records Retention Policy

Dominic Jaar
Associate Partner –
Information Management and e-Discovery
KPMG LLP

• The corporate decisions that need to be made to develop an implementable policy
• What needs to be covered in an RRP?
• What you need to know in order to draft a successful retention policy
• Best practices to ensure compliance with your RRP

10:45 Implementing a Document Retention Policy: Case Study – A Look at the Creation of TD Bank’s E-Message Retention Policy

Shaun Saldanha
eDiscovery Manager (Litigation Risk)
TD Bank Financial Group

Implementing a successful records retention policy is no easy feat and few resources exist to help you. Attend this session and get the tools you need by hearing about the process TD Bank utilized in order to set up its E-Message Records Retention Policy.

11:30 Q&A Session: Ask Mr. Jaar and Mr. Saldanha your Record Retention Questions

12:00 Networking Luncheon for Delegates and Speakers

1:15 Keys to Getting Your Employees to Change Their Document Retention Habits

Mark Diamond
Founder & CEO
Contoural Inc.

• How to sell the win for employees
• Assessing current compliance with your policies
• Learning to manage employee reticence
• Practical tools for training employees about your retention policy
• Implementing ongoing monitoring
• Handling employee non-compliance with your policy

2:00 Picking the Right Document Management Software and Vendor to Represent Your Organization – Useful Help to Narrow Your Options

George Dunn
Founder and President
CRE8

Mr. George J. Dunn, Founder and President Of CRE8 has over 25 years of experience in providing imaging, electronic document management, workflow, and retention/disposition technology planning services. He has worked with hundreds of organizations and instructed thousands of individuals. A few examples of CRE8 clients include: AT&T, Fred Hutchinson Cancer Research, Paul Weiss, City of Seattle, Snohomish County PUD, State of Washington, Motorola, Swedish Hospital, Lynden Air Freight, Chase Manhattan Bank, SAFECO and Starbucks.

• Keys to selecting the right software provider and integrator in order to avoid making costly mistakes
• A helpful overview of the major components of your organization
• Capture, workflow, storage and retention/disposition
• How to develop a request for proposal in order to choose an appropriate vendor for your organization
• An overview of workflow, process mapping and redesign of your system
• What you need to ask your vendor to stop your costs from getting out of control

3:00 Networking and Refreshment Break

3:15 The Process of Choosing a Vendor for Your Organization: Case Study

Shaun Saldanha
eDiscovery Manager (Litigation Risk)
TD Bank Financial Group

There are currently hundreds of document management vendors and software options available. How have others tackled the difficult process of choosing the right one for their organization? Come learn how TD Bank navigated the minefield and the procedure they used to successfully choose their vendor.

4:00 Learning How to be Efficient and Cut Costs When Faced with Litigation

Melanie Schweizer
Senior Counsel, Litigation
Bell Canada/BCE

Duncan Fraser
General Counsel – Legal Lead for eDiscovery
Justice Canada

Peg Duncan
Independent Consultant at IT and eDiscovery
Member of Editorial Board, Sedona Canada
and former Director
Business Opportunities and Emerging Technologies
at Department of Justice

Susan Nickle
Founder
Wortzman Nickle Professional Corporation

• What it means to anticipate and respond with your retention system
• Scoping your file - Assessing whether to in-source or out-source when faced with potential litigation
• Best practices to minimize expenses while collecting the documents you need
• The myth of the litigation hold - why you don’t need to freeze all of your corporate documents
• How to conduct effective discussions between in-house and external counsel when faced with e-discovery

5:30 Co-Chairs’ Closing Remarks

 

DAY 2: THURSDAY, MAY 5, 2011

8:15 Coffee Served

8:45 Opening Remarks from the Co-Chairs

Dorothy Quann
Vice-President, General Counsel & Secretary
Xerox Canada

9:00 How to Implement a Document Management System: Learning from Others Who Have Taken up the Challenge

Jeff Francis
Senior Counsel
RBC Law Group

Dorothy Quann
Vice-President, General Counsel & Secretary
Xerox Canada

Venky Srinivasan
Director, Technology
Stikeman Elliott LLP

Daniel Moore
Director, Transition and Technology
Xerox Global Services, Canada

What better way to learn about implementing a document management system than hearing from others who have already done it? Attend this session and you will be provided with practical guidelines for effective implementation and be made aware of pitfalls so that you don’t repeat the same mistakes.

10:15 Q&A Session – Take this Opportunity to Ask the Panel Your Questions

10:45 Networking and Refreshment Break

11:00 Assessing the Latest Technology Available and Understanding Current Trends

Victor Garcia
Chief Technology Officer
HP Canada

• Understanding the advantages and limitations of available software
• Which software is actually worth the money?
• What will be the trend for the next 5 years? Will it be hosted solutions?
• Alternative lower-cost solutions for your organization
• What to look out for – software horror stories
• The future? A brief overview of Cloud computing and how it may affect your document management system

11:45 How to Store and Inventory all of the Records that you have Retained

Robert M. Gerbrandt
Senior Manager
Information Management & eDiscovery
KPMG LLP

• What do you do with all of the information captured in Outlook?
• How do you avoid information multiplication? Ensuring that you don’t have seven copies of every email
• Best practices for inventorying and managing the location of all of your organization’s information
• Direction on how to store all of the historical data collected
• Managing the information on your organization’s many “portals” - from Blackberries to Facebook

12:30 Co-Chairs’ Closing Remarks

POST-PROGRAM WORKSHOP | MAY 5, 2011

1:30 – 5:00 pm

In-Depth Master Class: Developing and Implementing a Document Management System

It has become increasingly obvious that organizations today need to implement document management systems, but where do you start and how do you actually go about implementing them? This workshop will provide you with the building blocks to develop your organization’s document management system and practical guidance on how to implement it. Learn directly from the first-hand experience of our workshop leader.

Workshop Leader:

Dominic Jaar
Associate Partner – Information Management and eDiscovery
KPMG

Learn how to:

• Conduct an information management assessment
• Develop the right policies, procedures and processes
  1. Information Management Policy
  2. Transfer Policy
  3. Legal Hold Policy
  4. Archiving Procedure
  5. Destruction Procedure
  6. Classification Schema
  7. Taxonomy
• Clearly define what records your organization needs to keep
• Identify weaknesses within your organization
• Review existing workflows and processes for the creation, retention and destruction of documents
• Assemble the project team
• Ensure the information maintains its integrity and evidentiary value
• Develop your classification schema and taxonomy
• Integrate the old system with the new By learning from:
• Best practices, tips and tricks
• Practical examples and case studies

Brochure

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Location:
Metropolitan Hotel
Toronto, Ontario