SADC Secretariat Records Management Policy Mozambique, Namibia, Seychelles, South Africa, Swaziland, United Republic of Tanzania, Zambia and Zimbabwe. 2.3 In order to execute its mandate and programmes, SADC has established a principal executive organ, the SADC Secretariat and created a number of Directorates and Units. These Directorates and Units create and receive large quantities of records which support their operations. 2.4 The SADC Secretariat has long recognised the value of its records not only as a tool for policy formulation, effective decision making, accountability and good governance but also in order to protect its rights and those of its employees. The Secretariat also maintains its records so as to keep track of its past policies and programmes, provide an audit trail to meet business, regulatory and legal requirements, and ensure the preservation of its corporate memory. Because of this, the Secretariat is committed to the creation, holding and maintenance of complete, accurate and reliable records, regardless of format or medium, to inform and provide evidence of all its functions 3 Purpose 3.1 The purpose of this Policy is to establish a framework and assign responsibilities for ensuring that complete, accurate and reliable records of the business activities of the SADC Secretariat are created, received, maintained, accessed and disposed of in a standard approved manner. 3.2 The Policy aims at ensuring that all records of the SADC Secretariat are held and maintained for as long as they are required to support business activities, ensure legal compliance, inform the audit process and provide evidence of political, economic and social development in line with the SADC Secretariat Standing Orders. 3.3 The Policy establishes a Records Management Committee, which shall work with and periodically advise the Records Management Function. 3.4 The Policy re-affirms the final authority of any action on records management at the SADC Secretariat as the Executive Secretary. 4 Scope of the Policy 4.1 This is a SADC Secretariat-wide Policy and shall apply to all staff members, whether on permanent, temporary or contract employment. This includes consultants and others contracted to perform certain functions on behalf of the Secretariat. 4.2 This Policy applies to all records irrespective of format or medium that are created, received and maintained by the SADC Secretariat and its staff when undertaking all official functions. ________________________________________________________________________ Page 2