Access to Information Manual

Prepared in accordance with Section 51 of the Promotion of Access to Information Act, No 2 of 2000.

1 Introduction

1.1 The promotion of Access to Information Act, No 2 of 2000 ("the Act") was enacted
on 3 February 2000, giving effect to the constitutional right of access to any
information held by the State and any information that is held by another person and
that is required for the exercise or protection of any rights. Where a request is made
in terms of the Act, the body to which the request is made is obliged to release the
information, except where the Act expressly provides that the information may
or must not be released. The Act sets out the requisite procedural issues attached
to such request.

1.2 Purpose of the Manual

In order to promote effective governance of private bodies, it is necessary to ensure
that everyone is empowered and educated to understand their rights in terms of the
Act in order for them to exercise their rights in relation to public and private bodies.

Section 9 of the Act however recognises that such right to access to information
cannot be unlimited and should be subject to justifiable limitations, including, but not
limited to:

* Limitations aimed at the reasonable protection of privacy:
* Commercial confidentiality; and
* Effective, efficient and good governance;

and in a manner which balances that right with any other rights, including such
rights contained in the Bill of Rights in the Constitution.

Wherever reference is made to "Private Body" in this manual, it will refer to Atlas Security, a private body within the Private Security Industry for which this manual is drafted.

Part I
2 Contact Details

2.1 Information Officer: G P Schewitz
Postal address: PO BOX 2544, NORTH END, 6056
Registered address: As above
Physical Address: 3 Packer Road, Sydenham. 6000
Tel: 041 4012222
Fax: 041 4012233

2.2 General Information
2.2.1 Name of Private Body: Atlas Security
2.2.2 Head of Private Body: G P Schewitz
2.2.3 Registration No: 2002/031963/07
2.2.4 Vat Registration No. 4660180318
2.2.5 Postal Address: PO Box 2544, North End, 6056
2.2.6 Telephone Number: 041 4012222
2.2.7 Facsimile Number: 041 4012233
2.2.8 E-mail address: info@atlas24.co.za
2.2.9 Website: http://www.atlas24.co.za/

Part II
3 Guide of South African Human Rights Commission

The South African Human Rights Commission has at the date of printing hereof not yet compiled the guide contemplated in Section 10 of the Act. The guide will contain such information as may reasonably be required by a person who wishes to exercise any right contemplated in the Act. Any enquiries regarding this guide should be directed to:

The South African Human Rights Commission,
at PAIA Unit (The Research and Documentation Department),
Private Bag X2700, Houghton, 2041;
Telephone Number: (011) 484-8300;
Facsimile Number: (011) 484-1360;
Website: www.sarc.org.za;
E-mail Address: PAIA@sahrc.org.za.

Part III
3.1 Records of the private body
* This clause serves as a reference to the records that the Private Boy holds in order
to facilitate a request in terms of the Act.
* The information is classified and grouped according to records relating to the
following subjects and categories:
* It is recorded that the accessibility of the documents listed herein below, may be
subject to the grounds of refusal set out hereinafter.

3.2 Private body documents and records

3.2.1 Incorporation documents and records
(*Delete if not applicable)
3.2.1.1 Copies of documents of incorporation
3.2.1.2 Copies of Members Association Agreements
3.2.1.3 Copies of the Memorandum and Articles of Association
3.2.1.4 Minutes of Management meetings
3.2.1.5 Minutes of Board of Directors meetings
3.2.1.6 Minutes of Shareholders' meetings
3.2.1.7 Copies of Shareholders' agreements
3.2.1.8 Copies of the Constitution of the business
3.2.1.9 Internal telephone directory

3.2.2 Financial documents and records
(*Delete if not applicable)
3.2.2.1 Regional Services Council records
3.2.2.2 VAT records
3.2.2.3 Tax records
3.2.2.4 PAYE records
3.2.2.5 UIF records
3.2.2.6 Stock records
3.2.2.7 Invoices
3.2.2.8 Statements
3.2.2.9 Monthly statements
3.2.2.10 Delivery notes
3.2.2.11 Goods returned vouchers
3.2.2.12 Goods received vouchers
3.2.2.13 Debit notes
3.2.2.14 Credit notes
3.2.2.15 Savings account
3.2.2.16 Cheque Account
3.2.2.17 Current Account
3.2.2.18 Cash records
3.2.2.19 Annual Financial Statements
3.2.2.20 Rental Agreements
3.2.2.21 Regional Services Council records
3.2.2.22 Order forms

3.2.3 Operational documents and records
(*Delete if not applicable)
3.2.3.1 Application forms of customers
3.2.3.2 Written product / service specifications
3.2.3.3 Work instruction manuals
3.2.3.4 Database of customers
3.2.3.5 Credit Application forms and records
3.2.3.6 Correspondence with customers
3.2.3.7 Customer / client account records
3.2.3.8 Control sheets
3.2.3.9 Internal policies and procedures
3.2.3.10 Price lists
3.2.3.11 Product manuals
3.2.3.12 Records and reports with regards to sales and provision of consulting services
3.2.3.13 Records with regards to scheduling and supply of goods / services
3.2.3.14 Records with regards to research and development of products / services
3.2.3.15 Proof of delivery notes
3.2.3.16 Promotional material
3.2.3.17 Records relating to customer complaints / assessments
3.2.3.18 Records pertaining to costing / quoting
3.2.3.19 Supply agreements
3.2.3.20 Software licences
3.2.3.21 Motor vehicle licenses

These records include, but are not limited to, the records which pertain to the Private Body's own affairs.

3.2.4 Personnel documents and records
Personal records provided by personnel (including permanent and temporary) including but not limited to:
(*Delete if not applicable)
3.2.4.1 Conditions of employment
3.2.4.2 Company policies
3.2.4.3 Employment contracts
3.2.4.4 Employment Equity plan
3.2.4.5 Application forms
3.2.4.6 Attendance records
3.2.4.7 Medical Aid records
3.2.4.8 Personal details
3.2.4.9 Pension fund records
3.2.4.10 Disability insurance
3.2.4.11 Disciplinary records
3.2.4.12 Salary records
3.2.4.13 SETA records
3.2.4.14 Disciplinary codes and records
3.2.4.15 Unemployment Insurance records
3.2.4.16 Workman's Compensation records
3.2.4.17 Performance management records
3.2.4.18 Records relating to deductions
3.2.4.19 Records relating to increases
3.2.4.20 Leave records
3.2.4.21 Training records
3.2.4.22 Training manuals
3.2.4.23 Qualifications

"Personnel" refers to any person who works for, or provides services to or on behalf of the Private Body, and receives or is entitled to receive remuneration and any other person who assists in carrying out or conducting the business of the Private Body.

3.2.5 Safety records
(*Delete if not applicable)
3.2.5.1 Records relating to the Occupational Health and Safety Act
3.2.5.2 Records relating to the Compensation for Occupational Injuries and Diseases Act
3.2.5.3 Records relating to incidents
3.2.5.4 Records relating to inspections

3.2.6 Information technology records
(*Delete if not applicable)
3.2.6.1 Customer database
3.2.6.2 Inter-company e-mails
3.2.6.3 Internet connectivity reports
3.2.6.4 Licences
3.2.6.5 Software programmes
3.2.6.6 Software applications
3.2.6.7 Computer generated databases

3.2.7 Records required in terms of legislation
3.2.7.1 A table of legislation setting out a description of the records of the Private Body
which are available in accordance with certain legislation, is as follows: -
3.2.7.1.1 Labour Relations Act 66 of 1995
3.2.7.1.2 Employment Equity Act 55 of 1998
3.2.7.1.3 Basic Conditions of Employment Act 75 of 1997
3.2.7.1.4 Compensation for Occupational Injuries and Disease Act 130 of 1993
(* Other - please specify)
Reference to the above-mentioned legislation shall include subsequent amendments to such legislation and all relevant sections within such legislation in terms of which the Private Body holds records.