Tobacco Documents Online

~oPY R~ouEs, ~o--~. ~f"+°uEs+'° ......... --,~c-~;,c-~ 1655___ J oman,sauon [DEPARTMENT OF JUSTICE-CANADA J REQUEST DETAILS File Nu~ O.~ ~"~ I Request Date: /'/Z- ~.o I Box Number. I FIRST PAGE ~ioi~ I ~ / PAGE RANGE I LAST PAGE m Requested By (Print OFRCE USE ONLY Copy Details Copied By: Dalm : Time: Copy Checked B~. Date: iTime: Delive~ Details , , C~,d .~ I o~: Ir Sent'By: ' " Date: ' BATCo document for Legal Services : Health Canada 1 December 2000 , r~ -

BRITISH-ASIERICAN TOBACCO COMPANY LI.~tlTED P.O. ~ 90. R~genz.~ Park RoacL ~lillbrook, SouJhampmn, $09 ";F$, L'nii~.d Kin,'3,,m, Telephone: 0703 78.~ l I l TO : FROM : NO, OF PAGES ~L. C"[NCLU'DI/VG COVER) IF THERE ARE ANY PROBLEMS WITH THIS TRANSMISSION PLEASE CONTACT US ON FACSIMILE NO : (0703) 780332 OR TELEPHONE NO : (0703) 782111 F- r REGDOFFIC~. ~.IILL~A%~: K~OUVLIGI~Ee.~, ST~.I~:E~'TWIBIDY w ~o BATCo document for Legal Services • Health Canada 1 December 2000

RECORDS MA.YAGEMENT PROGRAMME STATUS REPORT, APRIL 1992 I. a . 4o Pilot Group. First annual compliance statements have been received, by the deadline date of I April, from Cosul Pica, Hong Kong and New Zealand. Smlement rec~,,,~ today from Switzerland and expected shortly from Singapore. Kenya has asked for an extension as they are currcatly cemmlising storage of older records and wili not be in a position to check on compliance until this excrcis~ is complete. They will be visited by the Compliance Manager in late April to assess progress and possible need for assistance. BATUKE is very much behind schedule and will be visited shortly to obtain an accuram picture of the cm're~t situation. Group 2, A successful training workshop was held in Kuala Lumpur, Malaysia in early Mzrch for Records blan~ers from Auswalia, Bangladesh, Indonesia, Malaysia. Pakistan, Sri Lanka and BATCo (Smines). They are due to send their completed listings ot¢ records and retention periods (retention schedules) m the Compliance Manager for review by 1 August. Group 3. A training workshop will take place in I-Im-~e, Zimbabwe in mid-May. Records Managers will be attending from Cameroon, Ghana, Ivlalawi, Mauritius, Nigeria, Sierra Leone, South Africa, Uganda and Zimbabwe. It had been hoped that ITC would be sending a de.lee'am but they have been unable to nominate anyone for this workshop. So far we have names for eight of the nine countries (Cameroon decision to be made a~ next Exco meeting, 17 April). These companies will be expected to provide r~tendon schedules for review by the Compliance Manager by 1st October. Monitoring of the Programme. The Compliance Mmmger has visited Sing~pox¢ Tobacco and has interviewed a cross-section of staff about the Programme. The overall impression was that it was enthusiastically received. Unfortunately, however, implementation of the disposal phas~ was delayed and had not commenced by the date of the last visit. It was there.fore not possible to conduct a spot check of compliance. Visits will shortly be made to BAT Kenya and BATUKE to check on progress. A visit has been requested by BAT Suis~ and will probably be made during June. This will combine a spot check and an opportunity to review and improve the rew.nfion schedules in the light of the experience gained during initial implementation. Overall impressions. The Programme appears to have been well-received so far and severn] of the Records Managers in the pilot group have indicated that people have been enthusiastic about the opportunity to discard their unwanted records and relieve themselves of cIurWx in their offices. Initial indications from Group 2 ~re Mso encouraging. Kay Comer 14 April 1992 a (30 (,..,"l BATCo document for Legal Services • Health Canada 1 December 2000

[ , Note to Peter Clarke From Kay Comer 13 February 1992 RECORDS MANAGEMENT PROGRAMME BATC0 RECORDS RETENTION REQUIREbtF-~rTS I have been asked by David Schechter to ensure that you see the attached summary of the BATCo records retention requirements which we intend to give to the Records Managers at the forthcoming workshop. He is happy with them but would like you to give your opinion on them before you go to India. The list on the research records is a simplified version of the BAT Industries policy on research document retention. My list covers just those records which are lik~y to be found in oper~ng companies (the original covered many records only held by research cent,s in CAC companies). The requirements for health and safety records were de, rived in cons~tation with Joe Towns (Group Safety Manager) and are based in part on UK requirements for medica/records. I will be out of the office tomorrow as I am leaving for Singapore tomorrow evening. I may, however, be at home from time to time before about 12:00 and between about 3:00 and 6:00. Perhaps you could give me a call then. My home number is 0703 338936. Alternatively you could call or fax me in Singapore at STC next Monday, c/o Mr big (Personnel Director). Many thanks BATCo document for Legal Services • Health Canada 1 December 2000

KVIS38.DOC BATCO RETENTION REQUIREMENTS I RESEARCH RECORDS (SENT TO AND FROM BATCO R&D AND OTHER BAT COMPANIES) Record Type Correspondence, memos and notes Laboratory cross- check data (except if needed longer for accreditation) -Research reports Retention Period MAX 2Y + C MAX 2Y + C MAX 5Y + C MAX 5Y + C Any other written material relating to research by any BAT company Visit reports MAX 5Y + C P~ Co ~r~ O~ BATCo document for Legal Services • Health Canada 1 December 2000

KVIS38.DOC BATCO RETENTION REQUIREMENTS contd 2. RECORDS RELATING TO HEALTH & SAFETY Record Type Employees normal medical records Employees medical records (exposure to lead or radiation) Minor accident records Major accident records Safety testing and maintenance of equipment Retention Period illl = Employee "with Company Suspense Employee left Company 30Y+C Employee witi~ Company Suspense Employee left Company 50Y+C 5Y+C 10Y+C 5Y+C Co LJ~ "'-4 BATCo document for Legal Services • Health Canada 1 December 2000

BAT BRITISH-AMERICAN TOBACCO COMPANY LIMITED P.O. Box 90. Rcgzms Park Road. Mil[bmok. Southampton. S09 ;'FS. L'nitcd Kingdom. Tel.e~_ he: 0703 78211 I Telex: 4 t 7269 Fax: 0703 780332 /,qlmW. TO: FACSIMILE FROM: DATE: NO. OF PA~ES (INCLLL~IN& COVER) IF THERE ARE ANY PROBLEMS WITH THIS TR/~SMISSION PLEASE C31~TACT US ON FACSIMILE NO: (0703) 780332 OR TELEPHONE /~10: (0703) 782111 R[cDO-¢'F.'ICE ~ILL~~w~; KN()V'LEC~.=-.=..N ~T~I".t..cT~,t,'I~ IDY 2"- r',o Co BATCo document for Legal Services • Health Canada 1 December 2000

RECORDS MANAGEMENT PROGramME OUTLINE RECORDS MANAGER JOB DESCRIPTION BATCo. Staines Reporting The Records Manager should report to the Chairman, through the Company Secretary if required. Principal Accountabilities 1, To oversee the development, implementation and monitoring of the Records Management Programme within BATCo. 2. To educate managers at all levels in BATCo about the Programme and their responsibflides within it, both initially and on an on-going basis as changes in staff occur. 3. To train Records Coordinators for each workgroup within BATCo in the techniques of surveying and scheduling records, in order to obtain Lists of types of records held, together with appropriate retention periods. 4, To assist Department Managers and Coordinators in completing a survey of their records and subsequently compiling retention schedules. 5, To review all completed survey forms and construct a Gene:-a.1 Schedule to cover all common records which are held in most offices. 6. To arrange for review of workgroup retention schedules by legal, tax and audit specialists and by the BATCo Compliance Manager, both initially and in the event of any future changes to the schedules. 7. To negodate changes to retention periods with Depa.nment Managers where required. , To compile and keep up-to-date a comprehensive Company Records Management Manual, including policies, procedures and all retention schedules. 9) To advise and assist smtT on all aspects of records management on an on- going basis. After the initial phase this may invoh, e conside:'ation of issues such as records storage and conversion to alternative media. 10. To conduct spot checks within BATCo to ensure that the retention schedules are being complied with after the initial implementation phase of the Programme. 0 IN.: LFI CX3 LYl BATCo document for Legal Services • Health Canada 1 December 2000

11. '~o To ensure that all records ~e reviewed at least annually and to collect compliance statements from all Department Managers. This outline description covers only those responsibilities relating to the job of Records Manager, though this will not be a full-dine job after the initial implementation phase of th~ Records Managemt.m Programme. Full training will be given to the Records Manager at a one-we~k workshop to be held in Ku,xla Lumpur, Malaysia, commencing on 8 March. (.,,~ CO 0 BATCo document for Legal Services • Health Canada 1 December 2000 Tr.

i BR1TISH.AMERICAN TOBACCO COMPANY L1MITED P.O. Box 90. Regents Park Road. Mi/Ibrook. Southampton. SOt) 7 F'~. United Kinb, Jom. Telephone: 0703 782111 Telex: 477269 Fax: 0703 780332 T0: FROM: DATE: , . E'FEP-,, ~K A:/ :3LF. , ,IIW" NO. 0F PAGES FACSIMILE CL.A K g'FA ~ ~ff.,.q .}.. q ~ (INCLLIOING. COVER) IF THERE ARE /~Y PROBLEMS @ITHTHIS TRA~SMI~IO~ PLEASE CDk~rACT US ON FACSIMILE NO: (0703) 780332 OR TELEPI.IONE tOO: (0703) 782111 C (.j'3 CO O'~ BATCo document for Legal Services • Health Canada 1 December 2000 I 'T"