20.—(1) Every permit holder and registered person shall maintain or cause to be maintained records of the following particulars and documents relating to the goods, document or technology that was exported, transhipped, brought in transit or transmitted or for which arrangements or negotiations for a contract for its acquisition, disposal or transmission have been made or entered into or facilitated pursuant to the permit or registration, as the case may be:
(a)
a description of the goods, document or technology;
(b)
the date on which the goods, document or technology was exported, transhipped, brought in transit or transmitted, or for which arrangements or negotiations for a contract for its acquisition, disposal or transmission were made or entered into, as the case may be;
(c)
the quantity of the goods or document that was exported, transhipped, brought in transit, acquired or disposed of;
(d)
in so far as it is known to the permit holder or registered person, the particulars of the recipient and end-user of the goods, document or technology;
(e)
in so far as it is known to the permit holder or registered person, the particulars of the supplier of the goods, document or technology;
(f)
in the case of a permit holder who is granted a permit to carry out an act referred to in section 5(1) or (2), the documents specified in Part I of the Third Schedule, where applicable; and
(g)
in the case of a permit holder who is granted a permit or a person who is registered under section 8(2) to carry out an act referred to in section 6(1), the documents specified in Part II of the Third Schedule, where applicable.
(2) The Director-General may, in any particular case, waive the requirement to maintain records in respect of any particulars or document specified in paragraph (1) where it is not practicable for records of such particulars or document to be maintained in that case.
(3) In the case of a permit holder who is granted a permit to carry out an act referred to in section 5(1)(a) or (b) or (2)(a) or (b), the records referred to in paragraph (1) shall be kept for a period of at least 2 years from the end of the calendar year in which the act authorised by the permit is carried out.
(4) The records referred to in paragraph (1) shall be kept for a period of at least 5 years from the end of the calendar year in which —
(a)
the transmission of technology takes place, in the case of a permit holder who is granted a permit to carry out an act referred to in section 5(1)(c) or (2)(c); or
(b)
the contract the arrangement or negotiation of which is authorised by his permit or registration is entered into, in the case of a permit holder who is granted a permit or who is registered under section 8(2) to carry out an act referred to in section 6(1).
(5) Every permit holder and every registered person shall allow the records or documents to be inspected and copied by the Director-General or any authorised officer or senior authorised officer.
(6) The Director-General may at any time require the records referred to in paragraph (1) to be audited and verified by an authorised officer or a senior authorised officer.
(7) Where any document or record referred to in paragraph (1) is not legible, the permit holder or the registered person, as the case may be, who is required to maintain the document or record shall, at the request of the authorised officer or senior authorised officer, reproduce the document or record in a legible manner.