CRD Welcome Package

Corporate Relations Department

3) Papers for Meeting

1) Papers for the meetings are to be submitted to CRD 11 days prior to the meetings.

2) The papers are stored electronically in folders in DM.

3) The lead officer emails the hyperlinked agenda to the meeting attendees and copies the

administrative assistants, Resident Representatives and CRD Headquarters. All meeting

papers are dispatched electronically.

4) The lead officer emails the hyperlinked agenda to ECCB staff attending the meetings and

copies their respective Administrative Professionals.

5) The lead officer prints all the meeting papers and passes them to the officer responsible

for the preparation of the minutes of the meeting.

6) The lead officer prepares a binder with all the meeting papers for file. At the end of the

meeting the binder is updated with revised reports, revised agenda, list of participants and

covers. The completed binder is stored in the lateral filing cabinet next to the

administrative file for each meeting.

4) Security Procedures

1) Prepare standard email note to all external attendees (especially new persons) informing

of the new security procedures at the bank.

2) Request of all attendees the following: name, job title, organisation (dispatch nomination

forms as required)

3) One (1) week prior to date of the meeting, prepare and submit the list of external meeting

attendees for security clearance to SSMD. The list should be submitted under prescribed

template in email format:

Event

External Attendees

Date and Time

Venue

CRD Contact Person

for

Security

Clearance

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