PROMOTION OF ACCESS TO INFORMATION ACT MANUAL MANUAL ON FUNCTIONS OF, AND INDEX OF, RECORDS HELD BY www.DIYZA.com 26 August 2005 __________________________ PROMOTION OF ACCESS TO INFORMATION ACT MANUAL MANUAL ON FUNCTIONS OF, AND INDEX OF, RECORDS HELD BY www.DIYZA.com Table of Contents 1. INTRODUCTION 3 1.1 Mission: 3 2. STRUCTURE OF www.DIYZA.com 3 2.1 Functions and operations of www.DIYZA.com 4 2.1.1 Board of Directors 4 4. INFORMATION OFFICER 4 5. GUIDE ON HOW TO USE THE ACT 5 6. OTHER LEGISLATION 5 7. RECORDS HELD BY THE ORGANISATION 5 7.1 Records Management System 5 7.2 Categories of records held 6 8. CATEGORIES OF RECORDS AVAILABLE WITHOUT RECOURSE TO THE PROMOTION OF ACCESS TO INFORMATION ACT (PAIA) 7 9. ACCESSING RECORDS HELD BY www.DIYZA.com THROUGH PAIA 8 9.1 The Process 8 9.2 Fees: 8 9.3 Prescribed fees 9 10. APPEALS 10 11. SERVICES OF THE ORGANISATION 10 12. AVAILABILITY OF THE MANUAL 10 13. PAIA FORMS 11 1. INTRODUCTION [Producing a DIY (Do It Yourself) digital media guide on CD (compact disk). The digital manual explains how to build a swimming pool with local materials.] 1.1 Mission: [For the DIY man in the street] 2. STRUCTURE OF ORGANISATION/COMPANY www.DIYZA.com Juan Bruwer 2.1 Functions and operations of units at [www.DIYZA.com] 2.1.1 Board of Directors [Juan Bruwer does the writing of the guide, producing it and ships it.] 3. LOCATION Offices of [www.DIYZA.com] are at:[ 3 Matopo Road, Thornton, 7460] 4. INFORMATION OFFICER The Information officer for [www.DIYZA.com] is: [Juan Bruwer, owner of www.DIYZA.com and contact details 021 531-5115, 082 928 2933, juan1@telkomsa.net] 5. GUIDE ON HOW TO USE THE ACT [www.DIYZA.com] does not currently have a hard copy of this guide, as produced by the South African Human Rights Commission. However an electronic version of the Guide can be accessed at http://www.sahrc.org.za/PAIA%20Guide%20Final.pdf For a hard copy of the guide and for any further information on how the requester can get access to the Guide other than through the link provided above please contact: The Research & Documentation Department South African Human Rights Commission. Postal address: Private Bag 2700 HOUGHTON 2041 Telephone: 011 484 8300 Facsimile: 011 484 1360 Website: www.sahrc.org.za 6. OTHER LEGISLATION [www.DIYZA.com] also holds information in terms of the following legislation: None 7. RECORDS HELD BY THE ORGANISATION 7.1 Records Management System www.DIYZA.com holds records related to www.DIYZA.com. Where practicable, records are kept in electronic format. Where records cannot be transferred or cannot be converted to electronic form such documents are filed and stored in shelves managed by Juan Bruwer. 7.2 Categories of records held 7.2.1 Administration (includes Office of the Chief Operating Officer) · Financial and management reports · Banking records · Financial and management reports · Requisitions and Invoices · Clients (Buyers) details e.g. name, surname, postal address, birth date, email address, request date, payment date and total paid 8. CATEGORIES OF RECORDS AVAILABLE WITHOUT RECOURSE TO THE PROMOTION OF ACCESS TO INFORMATION ACT (PAIA) www.DIYZA.com also holds some documents which are already available to the public and records which can be accessible without using PAIA. None 9. ACCESSING RECORDS HELD BY www.DIYZA.com THROUGH PAIA All requesters should send their requests, on prescribed request forms (attached), to Information Officer. The process detailed below has been endorsed by the South African Human Rights Cnmmission. (See http://www.sahrc.org.za/guideline.doc ) 9.1 The Process a) The requester must use the prescribed form to make the request for access to a record. This must be made to the Information Officer. This request must be made to the address, fax number or electronic mail address of the body concerned. b) The requester must provide sufficient detail on the request form to enable the Information Officer to identify the record and the requester. The requester should also indicate which form of access is required. The requester should also indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed. c) The requester must identify the right that is sought to be exercised or to be protected and provide an explanation of why the requested record is required for the exercise or protection of that right. d) If a request is made on behalf of a another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the Information Officer. 9.2 Fees: a) A requester who seeks access to a record containing personal information about that requester is not required to pay the request fee. Every other requester, who is not a personal requester, must pay the required request fee. b) The Information Officer must notify the requester (other than a personal requester) by notice, requiring the requester to pay the prescribed fee (if any) before further processing the request c) The fee that the requester must pay to a private body is R50. The requester may lodge an application to the court against the tender or payment of the request fee d) After the Information Officer has made a decision on the request, the requester must be notified in the required form. e) If the request is granted then a further access fee must be paid for the search, reproduction, preparation and for any time that has exceeded the prescribed hours to search and prepare the record for disclosure 9.3 Prescribed fees The fees (as per Government Notice No. R. 187) are : 1. The fee for a copy of the manual as contemplated in regulation 9(2)(c) is R1,10 for every photocopy of an A4-size page or part thereof. 2. The fees for reproduction are as follows: R (a) For every photocopy of an A4-size page or part thereof 1,10 (b) For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine- readable form 0,75 (c) For a copy in a computer-readable form on - (i) stiffy disc 7,50 (ii) compact disc 70,00 (d) (i) For a transcription of visual images, for an A4-size page or part thereof 40,00 (ii) For a copy of visual images 60,00 (e) (i) For a transcription of an audio record, for an A4-size page or part thereof 20,00 (ii) For a copy of an audio record 30,00 3. The request fee payable by a requester, other than a personal requester, referred to in regulation 11(2) is R50,00. 4. The access fees payable by a requester referred to in regulation 11(3) are as follows: R (1)(a) For every photocopy of an A4-size page or part thereof 1,10 (b) For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine- readable form 0,75 (c) For a copy in a computer-readable form on - (i) stiffy disc 7,50 (ii) compact disc 70,00 (d) (i) For a transcription of visual images, for an A4-size page or part thereof 40,00 (ii) For a copy of visual images 60,00 (e) (i) For a transcription of an audio record, for an A4-size page or part thereof 20,00 (ii) For a copy of an audio record 30,00 (f) To search for and prepare the record for disclosure, R30,00 for each hour or part of an hour reasonably required for such search and preparation. (2) For purposes of section 54(2) of the Act, the following applies: (a) Six hours as the hours to be exceeded before a deposit is payable; and (b) One third of the access fee is payable as a deposit by the requester. (3) The actual postage is payable when a copy of a record must be posted to a requester. 10. APPEALS In terms of PAIA [Section 56(3)(c)] a requester may lodge an application with a court, within 30 days of being informed of any decision of Juan Bruwerr of www.DIYZA.com on any request, for relief against the refusal of the request, and the procedure (including the period) for lodging the application. 11. SERVICES OF THE ORGANISATION For more information on the services of www.DIYZA.com please send your inquiries to: Juan Bruwer, 3 Matopo Road, Thornton, 7460 / Tel. 021 531- 5115 or 082 928 2933 / juan1@telkomsa.net 12. AVAILABILITY OF THE MANUAL www.DIYZA.com's PAIA manual shall be made available to the public for inspection at our offices on 3 Matopo Road, Thornton, 7460. A copy of our manual will also be available from the South African Human Rights Commission. 13. PAIA FORMS FORM C REQUEST FOR ACCESS TO RECORD OF PRIVATE BODY (Section 53(1) of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)) [Regulation 10] A. Particulars of private body The Head: B. Particulars of person requesting access to the record (a) The particulars of the person who requests access to the record must be given below.(b) The address and/or fax number in the Republic to which the information is to be sent must be given.(c) Proof of the capacity in which the request is made, if applicable, must be attached. Full names and surname: Identity number: Postal address: Fax number: Telephone number: E-mail address: Capacity in which request is made, when made on behalf of another person: C. Particulars of person on whose behalf request is made This section must be completed ONLY if a request for information is made on behalf of another person. Full names and surname: Identity number: D. Particulars of record (a) Provide full particulars of the record to which access is requested, including the reference number if that is known to you, to enable the record to be located.(b) If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all the additional folios. 1. Description of record or relevant part of the record: 2. Reference number, if available: 3. Any further particulars of record: E. Fees (a) A request for access to a record, other than a record containing personal information about yourself, will be processed only after a request fee has been paid.(b) You will be notified of the amount required to be paid as the request fee.(c) The fee payable for access to a record depends on the form in which access is required and the reasonable time required to search for and prepare a record.(d) If you qualify for exemption of the payment of any fee, please state the reason for exemption. Reason for exemption from payment of fees: F. Form of access to record If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 hereunder, state your disability and indicate in which form the record is required. Disability: Form in which record is required: Mark the appropriate box with an X.NOTES:(a) Compliance with your request in the specified form may depend on the form in which the record is available.(b) Access in the form requested may be refused in certain circumstances. In such a case you will be informed if access will be granted in another form.(c) The fee payable for access to the record, if any, will be determined partly by the form in which access is requested. 1. If the record is in written or printed form: copy of record* inspection of record 2. If record consists of visual images(this includes photographs, slides, video recordings, computer-generated images, sketches, etc.): view the images copy of the images* transcription of the images* 3. If record consists of recorded words or information which can be reproduced in sound: listen to the soundtrack (audio cassette) transcription of soundtrack*(written or printed document) 4. If record is held on computer or in an electronic or machine-readable form: printed copy of record* printed copy of information derived from the record* copy in computer readable form*(stiffy or compact disc) *If you requested a copy or transcription of a record (above), do you wish the copy or transcription to be posted to you? Postage is payable. YES NO G. Particulars of right to be exercised or protected If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all the additional folios. 1. Indicate which right is to be exercised or protected: .................................................... 3. Explain why the record requested is required for the exercise or protection of the aforementioned right: ..................................................... H. Notice of decision regarding request for access You will be notified in writing whether your request has been approved/denied. If you wish to be informed in another manner, please specify the manner and provide the necessary particulars to enable compliance with your request. How would you prefer to be informed of the decision regarding your request for access to the record? Signed at this day of 20 __ SIGNATURE OF REQUESTER / PERSON ON WHOSE BEHALF REQUEST IS MADE