SPESCOM LIMITED

ACCESS TO INFORMATION MANUAL

IN TERMS OF PAIA

1. PURPOSE

· The purpose of this document is to provide a procedure to be followed when any person requires access to records kept by Spescom Limited and its subsidiaries.

· This Document constitutes Spescom's manual in terms of section 51 of the Promotion of Access to Information Act No.2, 2000

2. SCOPE

The procedure set out in this document must be adhered to by all persons requiring any information or records from Spescom.

3. REFERENCES

· Promotion of Access to Information Act No.2, 2000

· ISO 9001 – Quality Management Systems Requirements

4. ABBREVIATIONS AND DEFINITIONS

Act/PAIA : The Promotion of Access to Information ACT No. 2, 2000

CEO : The Chief Executive Officer of Spescom:

Requester : Any person making a request for access to Spescom's records or any person acting on that person's behalf.

Spescom : Spescom Limited and its subsidiaries.

5. PROCEDURE

5.1. Contact details of the CEO

Postal Address	PO Box 288 , Halfway House, 1685, South Africa
Street Address	Cnr Alexandra Avenue and 2nd road, Midrand, South Africa
Phone Number	011 266 1500
Fax	011 266 1532
Email	info@spescom.com
Name	Mrs Jene Palmer

5.2. Guide on How to use the Act (in terms of Section 10 PAIA):

The guide on how to use the Act is available at the South African Human Rights Commission. Please direct all queries to:

The South African Human Rights Commission, PAIA Unit

The Research and Documentation Department

Private Bag 2700, Houghton

Phone number : 011 484 8300

Fax : 011 484 0582

Website : www.sahrc.org.za

5.3. Records available without request in terms of the Act.

All records published on Spescom's internet are automatically available without a request for access in terms of the Act being made. All copyrights attaching to such records under South African Law are strictly reserved by Spescom.

Spescom’s website: www.spescom.com

5.4. Records available upon request in terms of the Act.

· Spescom will only make records available to a requester if such records are required for the exercise or protection of the requester’s rights in terms of the Act.

· In making any request, the requester must furnish Spescom with sufficient and unambiguous information to enable Spescom to identify the right requiring protection and the records sought by the requester.

· The following records are held by Spescom and may be furnished provided that the procedure set out in clause 5.6 of this document is followed (and subject always to Spescom's obligation to refuse a request if disclosure of records would involve the unreasonable disclosure of personal information about a third party in the absence of such third party's written consent):

o Company Secretariat

o Customer Information

o Human Resources

o Legal Records

o Finance Records

o Other records applicable to Spescom

5.5. Records available in terms of other legislation

· A requester may also request information which is available in terms of any other legislation such as the following:

5.6. Request Procedure

· A requester must complete Form SGLC-F001 attached to this document, and pay the prescribed fee in terms of clause 5.7 of this document.

· The Form must be addressed to Spescom's CEO at the address, fax number or e-mail address indicated in clause 5.1 of this document.

· The requester must provide sufficient details to enable the CEO to identify the right to be protected and (or) exercised, and consider the request.

· If a request is made on behalf of another person, the requester must prove his/her capacity to the satisfaction of the CEO.

· The CEO reserves the right to grant or reject the request. The CEO's decision to grant or refuse the request will be notified to the requester in writing within 30 days after the decision has been taken, with reasons if the request is rejected.

5.7. Request Fees

· The fees payable by the requester to Spescom for processing a request and giving access in terms of the Act are those published by the Minister of Justice under the Act and are currently the following:

1. ACCESS FEES FOR REPRODUCTION
1.1	For every photocopy of an A4-size page or part thereof	R1.10
1.2	For every photocopy of an A4-size page or part thereof held on a computer or in electronic or machine-readable form	R0.75
1.3	For a copy in a computer-readable form on stiffy disc	R7.50
1.4	For a copy in a computer-readable form on compact disc	R70.00
1.5	For a transcription of visual images for an A4-size page or part thereof	R40.00
1.6	For a copy of visual images	R60.00
1.7	For a transcription of an audio record for an A4-size page or part thereof	R20.00
1.8	For a copy of an audio record	R30.00
2. ACCESS FEE FOR TIME SPENT
2.1	The time reasonably required to search for the record for disclosure and preparation R30.00/hr or part of	R30.00/hr or part of
3. REQUEST FEE
3.1	For a request for access to a record by a person other than a personal requestor	R50.00
4. DEPOSIT
4.1	One third of the access fee is payable as a deposit by the requester
4.2	Six hours as the hours to be exceeded before a deposit is payable
5. POSTAL FEE
5.1	5.1 When a copy of a record must be posted to the requestor	R9.75
6. VAT
6.1	Private bodies registered under the Value Added Tax Act, 1991 may add VAT to all the above-mentioned fees

• Should any request for records be refused, any deposit paid in respect of such request will be returned to the requester.
• No records will be furnished to the requester until the applicable fees have been paid to Spescom.

5.8. Manual Review

· This manual is a controlled document, and will be reviewed annually in accordance with Spescom's quality control procedures and otherwise updated as and when required in terms of the Act.

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