SADC Secretariat Records Management Policy Document Location In order to maintain a complete and accurate audit trail of this document’s history, control information shall be recorded in this section until the document is approved and filed in the agreed repository location. The final and signed off copy of this document shall be filed within the Records Management Unit of the SADC Secretariat. A file called SADC Records Management Technical Assistance, reference SADC/1/015/1/1 has been created for filing all documents pertaining to this project. In future, further project information and documentation shall be available on the SADC Secretariat intranet. Revision History Revision history details for the Records Management Policy are provided in the following table. The Revision Date is the date when changes were done, Version is the version number that is allocated incrementally, Summary of Changes is a short description of the effected changes and Changes Tracking indicates if an automatic facility for keeping track of changes was active. Table 1 – Revision History Revision Date 21 Nov 2009 24 Nov 2009 04 Jan 2010 15 Mar 2010 17 Jun 2010 Version 1.0 1.3 1.4 1.7 1.9 Summary of Changes Compilation and drafting Review Quality Assurance SADC Secretariat feedback Final Quality Assurance Changes tracked none none none none none Distribution The individuals listed below shall receive a final copy of the Records Management Policy, and any other project documentation as agreed by the Steering Committee from time to time. The authorised distribution recipients are listed in Table 2 below, where Name is the full name of the recipient, Title is their official title and Project Role defines their role within the project. Table 2 – Distribution List Name Dr Tomaz Salomão Mr Russell Mufaya Title Executive Secretary Project Role Project Sponsor Director, Human Resources Steering Committee ________________________________________________________________________ Page iii