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PAIA Manuals – A Web Based Solution

The legal requirement for all FSPs to have these manuals in place by the end of December led to the normal flurry of “providers” who charge exorbitant prices. One example that I received last week quoted R3 500, excluding VAT.

We summarise below details of a very affordable and uncomplicated alternative at just R199.00.

Duty to Compile and Submit a Manual

In terms of S 51 of the Promotion of Access to Information Act, 2000 all private bodies are required to compile a Manual that must contain details of the records kept by that body and an explanation on how to access such records. The Manual must be submitted to the South African Human Rights Commission by not later than 31st December 2011.

Private Bodies

A private body is defined as:

• a natural person who carries or has carried on any trade, business or profession, but only in such capacity;
• a partnership which carries or has carried on any trade, business or profession; or
• any former or existing juristic person; but excludes a public body"

All businesses, including individuals and partnerships thus fall within the definition and must compile and file a Manual.

Web Based Solution

The facilities enable businesses to compile and submit their Manual quickly and in full compliance with the Act.

• The person responsible will be asked to provide the details of the specific business.
• Once these details have been completed, the person will be asked to pay the fee of R199 – either by way of Credit Card (Secure Server) or by EFT.
• Immediately after payment has been made the Manual will be delivered to the business at the email address of that person.
• The Manual comes in Adobe PDF format which has a number of advantages which is explained in the linked document.
• The system will also send a copy of the Manual to the South African Human Rights Commission. This fulfils the obligation to submit a copy to the Commission as required by the Act.
• A copy of the email to the SAHRC is sent to the business as proof of submission to the SAHRC
• In due course, the SAHRC’s acknowledgement of receipt is also sent to the business
• The Manual will also be loaded onto the website at www.accesstoinfo.co.za and will be given a unique location (URL) that will allow any person to view the Manual online. If the business does not have a website of its own, the business can use this unique URL in all business correspondence and business documents as a demonstration of compliance with the Act and as a destination for any enquiries.
• The business is able to logon to the website and amend its Manual at any time during the first twelve months after creation. After any amendment, the amended Manual will again be sent to the SAHRC with a request to update its records.

The business will receive a copy of that email for its records.

The facilities provide a fully compliant, safe and speedy method of compiling and submitting your PAIA Manual.

For more detail, go to www.accesstoinfo.co.za or email Alan at admin@accesstoinfo.co.za

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