Message-ID: <24043897.1075859664782.JavaMail.evans@thyme> Date: Wed, 22 Nov 2000 08:01:00 -0800 (PST) From: sharon.crawford@enron.com To: it.calgary@enron.com Subject: Tape Retention Policy Cc: mark.haedicke@enron.com, john.lavorato@enron.com Mime-Version: 1.0 Content-Type: text/plain; charset=us-ascii Content-Transfer-Encoding: 7bit Bcc: mark.haedicke@enron.com, john.lavorato@enron.com X-From: Sharon Crawford X-To: IT Calgary X-cc: Mark E Haedicke, John J Lavorato X-bcc: X-Folder: \Mark_Haedicke_Dec2000_1\Notes Folders\All documents X-Origin: Haedicke-M X-FileName: mhaedic.nsf To: Everyone in Calgary and Toronto As was previously advised in an earlier memo, and as I am confirming by this memo, except only in special circumstances, and with the approval of John Lavorato or Mark Haedicke, the tape retention policy for verbal confirmation of transactions is one month. After one month, all tapes are destroyed. Accordingly, for transactions verbally executed over the phone, you must bear in mind the following: 1. Although all transactions are to be confirmed as soon as possible, if you are aware of a transaction that has not been confirmed within one month from deal execution, you must ensure that the portion of the tape applicable to your transaction is removed and transcribed prior to tape destruction, by making a specific request of me, for which I will then obtain the approval of Mark Haedicke or John Lavorato. 2. If for any other reason you believe it is necessary to retain the taped record of a transaction beyond the one month period, for example, because of an actual or anticipated dispute with a counterparty, again you should make a specific request of me to have that portion of the tape pulled and transcribed, and I will seek the approval of Mark Haedicke or John Lavorato. If you have any questions or concerns, please speak to me. I want to emphasize that although the tapes serve to record the verbal agreement of the parties, it is also imperative that we maintain a disciplined records retention policy. It is therefore imperative that, to the greatest extent possible, written confirmations are completed and obtained as soon as possible as the best assurance against future disputes. Obviously, the inability to establish the terms of a transaction, can result in having to make amendments to that transactions by way of settlement with the counterparty or, in the worse case, loss of the transaction, both of which will result in unacceptable earnings consequences. Peter