The SAPC holds the following categories of records and records held on each subject:
| 7.1 | Corporate Services Department |
| (a) | Charter for Councillors; |
| (b) | Election and appointment of Council members; |
| (c) | Policies of the SAPC pertaining to Council and Committees; |
| (d) | Agendas and minutes of the meetings of Council; |
| (e) | Agendas and minutes of the Executive Committee of Council; |
| (f) | Strategic Plan for Council; |
| (g) | Operational Plans for the Office of the Registrar; |
| (h) | Risk Registers and related reports; |
| (i) | Internal Audit Reports; |
| (j) | Three-Year Internal Audit Plan; |
| (k) | Internal Audit Charter; and |
| (l) | Schedule of Memoranda of Understanding with external parties. |
| (a) | Policies of the SAPC pertaining to matters of a financial nature; |
| (b) | Cash books and reconciliation statements; |
| (f) | Electronic Funds Transfer (EFT) batches and bank correspondence; |
| (g) | Deposit slips, where applicable; |
| (h) | Statements of accounts of persons and providers registered with the SAPC; |
| (j) | Customer Invoices and Receipts; |
| (k) | Aged Accounts Receivable Lists; and |
| (l) | Purchase Orders and Delivery Notes; |
| (m) | Aged Accounts Payables Lists; |
| (o) | Fixed Assets Register; |
| (q) | Budget, including quarterly budget reports; |
| (r) | Charter of Audit Committee; |
| (s) | Agendas, source documents and minutes of the Adjudicating Committee; |
| (t) | Agendas, source documents and minutes of the Tender Committee; |
| (u) | Agendas, source documents and minutes of the Audit Committee; |
| (v) | Rules of the SAPC Pension Fund; and |
| (w) | Agendas, source documents and minutes of the Pension Fund. |
| 7.3 | Legal Services Department |
| (a) | Policies related to Legal Services; |
| (b) | Maintenance of the terms of reference of committees and task teams; |
| (c) | Record of all litigation matters; |
| (d) | Contracts and Service Level Agreements; |
| (e) | Comments provided by SAPC to proposed legislation; |
| (f) | Comments received by the SAPC in terms of stakeholder consultation; |
| (g) | Agenda and minutes of task teams of Council; |
| (h) | Applications and records of Certificates of Good Standing; |
| (i) | Applications and records of proof of registration certificates; |
| (j) | Internal legal opinions provided to the SAPC; and |
| (k) | External legal opinions obtained by the SAPC. |
| 7.4 | Professional Affairs Department: Education Unit |
| (a) | Applications for a provider of the Bachelor of Pharmacy course/learning programme; |
| (b) | Applications for a provider of continuing professional development courses/short courses; |
| (c) | Applications for a provider of supplementary training course; |
| (d) | Applications for a provider of courses/learning programmes for pharmacy support personnel; |
| (e) | Submitted course materials/learning programmes for accreditation; |
| (f) | Completed Accreditation/monitoring visit instrument – HEQSF and OQSF (Self-evaluation); |
| (g) | Applications for the registration of students and learners; |
| (h) | Applications for the restoration of students and learners; |
| (i) | Applications for registration of pharmacist’s assistants in the category learner basic and learner post-basic |
| (j) | Applications for restoration of pharmacist’s assistants in the category learner basic and learner post-basic; |
| (k) | Applications for recognition of foreign curricula; |
| (l) | Reports of accreditation and monitoring visits of providers; |
| (m) | Agenda and minutes of meetings of Education Committee; |
| (n) | Agenda and minutes of meetings of task teams of the Education Committee; |
| (o) | Agenda and minutes of meetings of Heads of Schools; |
| (p) | Agenda and minutes of meetings of Skills Development Providers; |
| (q) | Development of Good Education Standards; |
| (r) | Policies of the SAPC pertaining to the Education Unit; |
| (s) | Reports of evaluators of courses/learning programmes; |
| (t) | Reports from providers responding to the accreditation/monitoring visits; |
| (u) | Verifiers reports (for accreditation/monitoring visits and RPL applications); |
| (v) | Reports of the evaluators of curricula from foreign institutions; |
| (w) | Records of progress reports for Pharmacist’s Assistants in the category Learner (Basic) and Learner (Post-Basic); |
| (x) | Records of monitoring, training and management of evaluators of course/learning programmes and panel members for accreditation/monitoring visits; |
| (y) | List of evaluators of courses/learning programmes; and |
| (z) | List of monitoring visit panel members. |
| 7.5 | Professional Affairs Department: Practice Unit |
| (a) | Applications for pharmacy licences (shared with the National Department of Health); |
| (b) | Applications for the recording of pharmacy licences; |
| (c) | Applications for registration of responsible pharmacist; |
| (d) | Applications for the approval of premises for training; |
| (e) | Applications for change of trading title of pharmacy; |
| (f) | Applications for another business in a pharmacy; |
| (g) | Applications for internal changes within a pharmacy; |
| (h) | Applications for remote automatic dispensing units and automatic dispensing units; |
| (i) | Applications for the closure of pharmacies; |
| (j) | Applications for primary healthcare clinics and satellite pharmacies; |
| (k) | Applications for the recording of PCDT pharmacists; |
| (l) | Applications for permits in terms of Section 22A(15) of the Medicines Act; |
| (m) | Referrals to the Director-General for the removal of pharmacy licences; |
| (n) | Registration and Recording Certificates; |
| (p) | Improvement plans for pharmacies; |
| (q) | Records of monitoring, training and management of Inspectors; |
| (r) | Agendas and minutes of meetings of the Practice Committee; |
| (s) | Agendas and minutes of meetings of the task teams of the Practice Committee; |
| (t) | Agendas and minutes of meetings of the Heads of Pharmaceutical Services, which includes provincial stakeholders, individual pharmacy groups, associations and other national stakeholders; |
| (u) | Development of standards in respect of the Rules relating to Good Pharmacy Practice; and |
| (v) | Policies of the SAPC pertaining to the Practice Unit. |
| 7.6 | Professional Affairs Department: Pre-Registration Unit |
| (a) | Applications for the registration of pharmacist interns, including the applications to review registration date; |
| (b) | Application for the registration of pharmacy technician trainee, including the application for review of registration date; |
| (c) | Application for registration of pharmacy technician; |
| (d) | Application for specialist trainee; |
| (e) | Certificates of registration; |
| (f) | Interns and Tutor Manual; |
| (g) | Pharmacy support personnel manual; |
| (h) | Pharmacist intern contracts; |
| (i) | Pharmacy technician trainee contracts; |
| (j) | Records of progress reports; |
| (k) | Applications for cessions of interns’ contracts; |
| (l) | Application for cessions of pharmacy technician trainee’s contracts; |
| (m) | Applications for pre-registration examinations; |
| (n) | Applications for remark/review of examinations; |
| (o) | Bookings for intern workshops; |
| (p) | Blueprint for examinations; |
| (q) | Pre-registration examination papers; |
| (r) | Results of pre-registration examinations; |
| (s) | Applications for the registration of persons with foreign qualifications; |
| (t) | Applications for professional examinations; |
| (u) | Professional examinations papers; |
| (v) | Results of professional examinations; |
| (w) | Brochure for persons with foreign qualifications; |
| (x) | Study guide for professional examinations; |
| (y) | Application for registration of Bachelor of Pharmacy graduates as pharmacist’s assistant (post-basic); |
| (z) | Contracts for examiners and moderators; |
| (aa) | Moderation reports for examinations; |
| (bb) | Agendas and minutes of meetings of Pre-Registration Committee; |
| (cc) | Agendas and minutes of meetings of Examination Task Teams; and |
| (dd) | Policies, guidelines, criteria of the SAPC pertaining to the Pre-Registration Unit. |
| 7.7 | Professional Affairs Department: Registration and Continuing Professional Development (CPD) Unit |
| (a) | Applications for registration of community service pharmacists, including the applications to review registration date; |
| (b) | Applications for registration of pharmacist; |
| (c) | Applications for registration of pharmacist’s assistants (qualified); |
| (d) | Applications for specialist pharmacists; |
| (e) | Applications for registration of assessors; |
| (f) | Applications for registration of moderators; |
| (g) | Applications for registration of tutors; |
| (h) | Applications for change of facility of community service pharmacists; |
| (i) | Applications for registration of supplementary training; |
| (k) | Applications for restoration of persons; |
| (l) | Applications for duplicate certificates; |
| (m) | Applications for review of CPD activities; |
| (n) | Applications for deferment of CPD requirements; |
| (o) | Certificates of Registration; |
| (p) | Records of CPD activities; |
| (q) | Appointment of assessors and moderators of CPD activities submitted by pharmacist interns; |
| (r) | Agendas and minutes of meetings of assessors and moderators of CPD activities submitted by pharmacist interns; |
| (s) | Agendas and minutes of the meetings of CPD and Registration Committee; |
| (t) | Agendas and minutes of the meetings of the Health Committee; and |
| (u) | Policies of the SAPC pertaining to the CPD and Registration Unit. |
| 7.8 | Professional Conduct Department |
| (a) | Complaints received in terms of Chapter V of the Pharmacy Act; |
| (b) | Information gathered during the investigation and the adjudication of complaints, including inspection reports, charge sheets and recommendations to the committees; |
| (c) | Record of proceedings of Committee of Preliminary Investigation, Committee of Informal Inquiries and Committee of Formal Inquiries; and |
| (d) | Outcomes of Professional Conduct cases, where such outcomes are not published in terms of Section 45(2) of the Pharmacy Act. |
| 7.9 | Communications and Stakeholder Relations Department |
| (a) | Policies of the SAPC pertaining to communications and stakeholder relations; |
| (c) | Project Plan and reports related to the organisation of National Pharmacy Conferences; |
| (d) | Nominations received in respect of National Pharmacy Pioneer Awards; and |
| (e) | Agendas and Minutes of Awards Adjudication Committee. |
| 7.10 | Human Resources Department |
| (b) | Policies of the SAPC pertaining to matters relating to Human Resources; |
| (c) | Employment Equity Plan; |
| (d) | Occupational Health and Safety Plan; |
| (e) | Employee Wellness records; |
| (h) | Performance management records; |
| (j) | Disciplinary records; |
| (m) | Agendas and Minutes of the Bargaining Committee; |
| (n) | Agendas and Minutes of the Remuneration and Reimbursement Committee; and |
| (o) | Collective Agreements with labour. |
| 7.11 | Information Technology Department |
| (a) | Policies of the SAPC pertaining to the Information Technology; |
| (b) | Disaster Management Records; and |
| (c) | SAPC Software Development Proprietary Information and software Licences. |
