SADC Secretariat Records Management Policy All official records of the SADC Secretariat must be classified according to an approved uniform Records Management Classification Scheme. 5.3 Records Access a) Access to SADC records shall be based on the SADC Secretariat Classification Scheme and Security Access level that shall be defined and adopted from time to time. b) Non-Secretariat staff may only access Secretariat records with the consent of Executive Secretary or his nominee. c) The Records Management Function shall control and maintain appropriate access controls for all official records. d) From time to time the Records Management Function shall issue and update procedures and guidelines which among others are meant to improve and enhance access to official records. 5.4 Records Retention and Disposal a) The Records Management Function is responsible for administering the SADC Records Retention and Disposition Schedules. b) All official records of the Secretariat must be retained for periods specified in the SADC Records Retention and Disposition Schedules. c) No official records of the SADC Secretariat shall be disposed of without documented authorisation from the Records Management Function d) SADC Secretariat shall develop a Vital Records and Disaster Preparedness plan for records and information as part of its Business continuity Plan. 5.5 SADC Secretariat Archives The place of deposit for all SADC archives (legacy records) shall be the SADC Secretariat Headquarters, Gaborone, Botswana. 6. Record-Keeping Responsibilities 6.1 The Executive Secretary The Executive Secretary has overall responsibility for the SADC Secretariat Records Management and the implementation of this Policy. 6.2 The Records Management Function The Records Management Function is responsible for: ________________________________________________________________________ Page 4