Article 9 | Documentation of Committee Sessions

(1)   This Article governs the documentation requirements for all committee sessions and their outcomes. All documentation must adhere to the standards outlined in Schedule 2 of the Charter.

(2)   The Secretariat shall:

(a)   Maintain a central repository for all committee documentation.

(b)   Issue and update standardized document templates as required.

(c)   Oversee the AISTANDARDIO numbering system to ensure proper sequencing and avoid duplication.

(d)   Monitor compliance with documentation standards as outlined in Schedule 2.

(3)   Committee Chairpersons shall:

(a)   Designate appropriate roles for documentation during each session.

(b)   Ensure timely completion and submission of outcome documents.

(c)   Conduct quality control checks on submitted documents to ensure they meet required standards.

(4)   Confidentiality and Access: Documents shall be classified into three categories:

(a)   Public: Available for general access.

(b)   Committee-only: Restricted to committee members and relevant stakeholders.

(c)   Restricted: Limited to specific individuals or groups due to confidentiality concerns.

(5)   The Secretariat shall establish clear access protocols for each classification level, ensuring that access rights are properly managed.

(6)   Documentation Timeline:

(a)   Draft outcome documents shall be prepared and circulated within 7 working days following the committee session.

(b)   Review and approval of the draft documents must be completed within 14 working days of their initial submission.