Access to information manual

This manual has been prepared in accordance with Section 51 of the Promotion of Access to Information Act, No 2 of 2000.

1. Introduction

1.1    The aim of this manual is to assist potential requestors with the procedures to be followed when requesting access to information and/or documents from Kemtek Imaging Systems Holdings (Pty) Limited. with registration number 1988/003319/07 (“Kemtek”) as contemplated in terms of Act 2 of 2000.

1.2    This manual may be amended by Kemtek without notice from time to time.

1.3    Any requestor is advised to contact Donovan de Abreu should assistance be required in respect of utilizing this manual to request information and/or documents.

1.4    The following words and expressions shall bear the meanings assigned to them in this manual:-

1.4.1    “Act” shall mean the Promotion of Access to Information Act, No 2 of 2000 together with any relevant regulations published;

1.4.2    “Kemtek” shall mean Kemtek Imaging Systems Holdings (Pty) Limited. with registration number 1988/003319/06;

1.4.3    “Manual” shall mean this manual together with any appendices thereto as available at the offices of Kemtek from time to time;

1.4.4    “SAHRC” shall mean the South African Human Rights Commission;

1.4.5    “Information Officer” shall mean Ken Spellas who has been appointed as information officer in terms of the Act and to whom all requests for information in terms of the Act should be addressed.

2. Contact details for the private body

2.1 Name of Body: Kemtek Imaging Systems Holdings (Pty) Limited.

2.2 Physical Address: Unit 5B, Old Mutual Industrial Park, Fortune Street, City Deep Extension 6

2.3 Postal address: PO Box 86173, City Deep, 2049

2.4 Telephone: 0861Kemtek

2.5 Telefacsimile: (011) 613 2000/8933

2.6 Website: www.kemtek.co.za

2.7 E-Mail:  donovanda@kemtek.co.za

2.8 Information Officer: Donovan de Abreu

2.9 Who we are: Kemtek services the printing industry as:

  • a distributor of  plates and chemicals as well as related equipment for exposure and development;
  • a supplier of complementary raw materials, computerized imaging and digital printing equipment;
  • a provider of online proofing and artwork delivery systems and services. Kemtek also acts as:
  • a supplier of computerized labelling and bar-coding equipment as well as related raw materials to a variety of industries and service companies.
  • 3D printing presses, scanners, materials and parts.

3. Section 10 guide

3.1 In terms of Section 10 of the Act a guide containing information relating to:

3.1.1 obtaining access to a record of a private body and the assistance that is available from the SAHRC in this regard;

3.1.2 lodging a court application against a decision by the head of a private body;

3.1.3 the fees payable for accessing a record; and

3.1.4 the voluntary disclosure of information by private bodies, will be available from the SAHRC by no later than August 2003.

3.2 The contact details of the South African Human Rights Commission are as follows:

PAIA Unit 

The Research and Documentation Department
Postal Address: Private Bag 2700, Houghton, 2041
Telephone: +27 11 484 8300
Telefacsimile: +27 11 484 0582
Website: www.sahrc.org.za
E-Mail: paia@sahrc.org.za

4. Section 52(2) notice

No notice has been published.

5. Recorde that are availbable in terms of other legislation

5.1 Where applicable and insofar as the requester complies with the requirements set out in the relevant act, the requester may request information which is available in terms of the following legislation:

5.1.1 The Basic Conditions of Employment Act 75 of 1997;

5.1.2 Income Tax Act of 1962;

5.1.3 The Companies Act 61 of 1973 insofar as it has not been repealed by Act 71 of 2008;

5.1.4 The Companies Act 71 of 2008;

5.1.5 Compensation for Occupational Injuries and Diseases Act 130 of 1993;

5.1.6 Value Added Tax Act of 1991;

5.1.7 Employment Equity Act 55 of 1998;

5.1.8 Workmen’s Compensation Act of 1991;

5.1.9 Labour Relations Act 66 of 1995;

5.1.10 Pension Funds Act of 1956;

5.1.11 Regional Services Councils Act 109 of 1985;

5.1.12 Skills Development Act 97 of 1998;

5.1.13 Skills Development Levies Act 9 of 1999;

5.1.14 Unemployment Insurance Act 30 of 1966;

5.1.15 Occupational Health and Safety Act of 1993.

6. Subjects and categories of information held

The subjects and categories of information on which the private body holds records are as follows:

6.1 Finance:
6.1.1 Statutory books of accounts;
6.1.2 Purchase orders;
6.1.3 Shipping indents;
6.1.4 Invoices;
6.1.5 Credit notes;
6.1.6 Inventory records;
6.1.7 Petty cash;
6.1.8 Vouchers;
6.1.9 Customer files.

6.2 Operational issues:
6.2.1 Marketing reports;
6.2.2 Minutes of meetings.

6.3 Distribution:
6.3.1 Distribution agreements;
6.3.2 Suppliers;
6.3.3 Management reports;
6.3.4 Proof of delivery;
6.3.5 Shipping indents.

6.4 Business Strategy:
6.4.1 Mission statement;
6.4.2 Company profile;
6.4.3 Corporate brochure;
6.4.4 Website.

6.5 Assets:
6.5.1 Asset Register.

6.6 Liabilities:
6.6.1 General Ledger;
6.6.2 Supplier invoices.

6.7 Marketing:
6.7.1 Minutes of meetings;
6.7.2 Brochures;
6.7.3 Press releases;
6.7.4 Customer lists;
6.7.5 Website.

6.8 Information Technology:
6.8.1 Minutes of meetings;
6.8.2 Software licenses;
6.8.3 Disaster recovery plans;
6.8.4 Software programs.

6.9 Human Resources:
6.9.1 HR policies and procedures;
6.9.2 Employment Equity Reports;
6.9.3 Skills Development Reports;
6.9.4 Contracts of employment;
6.9.5 Payroll data;
6.9.6 Employee records.

6.10 Management:
6.10.1 Management accounts;
6.10.2 Minutes of meetings.

6.11 Client care:
6.11.1 Mission statement;
6.11.2 Company policy.

6.12 Contractual relationships:
6.12.1 Distribution agreements with suppliers;
6.12.2 Official quotations to customers.

6.13 Quality:
6.13.1 Technical reports;
6.13.2 Suppliers’ technical data sheets;

6.14 Company organizational structure:
6.14.1 Organogram;
6.14.2 Employment Equity Reports.

6.15 Company secretarial:
6.15.1 Statutory documents;
6.15.2 Board resolutions;
5.15.3 Details of directors and shareholders;
6.15.4 Board minutes.

The universal resource locator of Kemtek is www.kemtek.co.za. The website contains the following information: press releases, past and current news, new products, competition page, links to international principals, list of products and services offered, company profile and other branch’s contact details.

7. The request procedures

7.1 Forms and Fees:

7.1.1 A request for information must be made in the prescribed form, must be addressed to the Information Officer, and must be submitted together with the prescribed fee.

7.1.2 The prescribed request form and details regarding the prescribed fees are available from the Information Officer and from the SAHRC, whose contact details are set above.

7.2 Form of request:

7.2.1 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.

7.2.2 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 it requires notice of the decision of the Information Officer in any manner, other than in writing.

7.2.3 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.

7.2.4 If a request is made on behalf of another person, the requester must submit proof of the capacity in which the requester is making the request to the satisfaction of the Information Officer.

7.3 Fees:

7.3.1 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.

7.3.2 The Information Officer must by notice, require the requester to pay the prescribed fee, if any, before further processing the request.

7.3.3 The requester may lodge an application to court relating to the payment of the request fee.

7.3.4 After the Information Officer has made a decision on the request, the requester must be notified in the required form.

7.3.5 If the request is granted then a further access fee must be paid for the search, reproduction, preparation and for any time, in excess of the prescribed hours, required to search and prepare the record for disclosure.

8. Other information required by regulation

The Minister of Justice and Constitutional Development has not made any regulations in this regard.

9. Availabilty of the manual

9.1 This manual is available for inspection at Kemtek, free of charge.

9.2 A copy of this manual can be obtained from the SAHRC, can be accessed using the universal resource locator, www.kemtek.co.za and was published in the Government Gazette.

9.3 It should be noted that the manual accessible on the website of Kemtek and in the Government Gazette, does not include the request forms or the fee structure. The request forms and fee structure can be obtained via the SAHRC website, details of which are set out above, or via the website of the Department of Justice and Constitutional Development, which website can be accessed using the universal resource locator, www.doj.gov.za.