document retention periods

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Christian Toon's presentation from the launch of the European Document Retention Guide event. To download a free copy listing the retention periods of different documents in different countries visit http://ironmountain.co.uk/retention-of-records/

TRANSCRIPT

Page 1: Document Retention Periods
Page 2: Document Retention Periods

The Information Risk LandscapeChristian ToonHead of Information Risk

© 2010 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated. All other trademarks and registered trademarks are the property of their respective owners.

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ENVIRONMENTThe Information Risk Landscape

Complex and fast-changing

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The opportunities: business without boundaries

The obstacles: the everyday terror of terabytes

The Information Risk Landscape

BIG DATA

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“Every day, we create 2.5 quintillion bytes of data — so much that 90% of the data in the world today has been created in the last two years alone.”(Understanding Big Data, IBM Whitepaper, 2012)

The Information Risk Landscape

VOLUME: CREATION

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Every hour, enough information is consumed by Internet traffic to fill 7 million DVDs.

The Information Risk Landscape

SIDE BY SIDE THEY'D SCALE MOUNT EVEREST 95 TIMES

VOLUME:CONSUMPTION

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70% of the UK will have 4G coverageby the end of 2013

The Information Risk Landscape

SPEED

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The Information Risk Landscape

£83The average price of an entry level smartphone has fallen to

ACCESSIBILITY

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The Information Risk Landscape

1in4 is now a ‘three screener’

MULTI-DEVICE

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corporate email accounts worldwide

The Information Risk Landscape

>918 MILLION

content pieces shared on facebook/month

>30 BILLION

tweets/day

>400 MILLION

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Even defining the basic rules of the road around “document” and “record” is not always simple...

The Information Risk Landscape

MORE COMPLEX REGULATIONS

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SO, WHAT DOES THIS MEAN FOR INFORMATION MANAGERS?

The Information Risk Landscape

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PwC Information Risk Index 2013 Average score of 40.6 out of 100

BUSINESSES ARE AT RISK

53%of European businesses expect to lose data

The Information Risk Landscape

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PROCESSES ARE PAPER AND DIGITAL

The Information Risk Landscape

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The Information Risk Landscape

DATA SWAMPYou need to better manage stored information

And with a tight budget

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The Information Risk Landscape

RECORDS MANAGEMENTIs key to meeting legal retention periods

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The Information Risk Landscape

PEOPLEYour best asset and your greatest risk

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THE WORLD HAS CHANGED BUT HAVE WE?WHAT SHOULD WE FOCUS ON?

The Information Risk Landscape

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The Information Risk Landscape

ACTION POINT 1:Lead your organisation out of danger

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The Board

Information Management

Risk & Reputation

The Information Risk Landscape

Get senior buy-in

You need to speak the language of the board room

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The Information Risk Landscape

A change in behaviour and culture required

Corporate culture

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The Information Risk Landscape

ACTION POINT 2:Get a handle on the data swamp

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Implement a compliant records management programme

The Information Risk Landscape

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The Information Risk Landscape

Create a retention policy and build into your RM programme

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The Information Risk Landscape

Operate a policy of controlled trust

ACTION POINT 3:

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The Information Risk Landscape

Make friends with other business functions

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CORPORATE INFORMATION RESPONSIBILITY

The Information Risk Landscape

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The Information Risk Landscape

WHAT IS THE INFORMATION RISK MATURITY INDEX?

Strategy

People

Communications

Security

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WHAT WAS THE AVERAGE SCORE ACROSS EUROPE?

The Information Risk Landscape

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WHAT WAS THE AVERAGE SCORE ACROSS EUROPE?

The Information Risk Landscape

40.6

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The Information Risk Landscape

WHAT IS THE RESEARCH TELLING US?

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The Information Risk Landscape

No one is managing their information at a satisfactory level.

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The Information Risk Landscape

48% have experienced impacts to reputation

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The Information Risk Landscape

The Netherlands is lagging behind

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The Information Risk Landscape

Legal is bottom of the pack

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The Information Risk Landscape

THE BIGGEST RISK IS BEHAVIOUR AND CULTURE 1% consider information risk everyone’s responsibility

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The Information Risk Landscape

• Patent protection• Inadvertent disclosure• Financial liability

HIGH RISKS & SERIOUS CONSEQUENCES

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The Information Risk Landscape

• They treat information risk as a boardroom issue.• They have a multi-

disciplinary team in charge of information risk.• They have a balanced

information strategy and they monitor its effectiveness.

WHAT ARE THE BEST ORGANISATIONS DOING?

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