THE REQUEST PROCEDURES
Form of Request:
11.1 A requester must comply with all the procedural requirements contained in the Act and in this manual relating to the request for access to a record.
11.2 To request a document that does not fall within the ambit of the Act, the requester must direct the request to the Information Officer in writing, and request an appointment to view the documentation.
11.3 To request a document that does fall within the ambit of the Act, the requester must make use of the form enclosed herewith. This form must be completed and must be submitted to the Information Officer at the address stated above together with payment of a request fee (and a deposit, if applicable).
11.4 The requester must provide sufficient detail on the request form to enable the Information Officer to identify the record requested.
11.5 The requester must amongst others sufficiently identify himself/herself and provide his/her contact details.
11.6 The requester must indicate which form of access is required, should the request be granted.
11.7 The requester must identify the right being exercised or protected, and provide an explanation as to why the requested record is necessary to exercise or protect that right.
11.8 PPC will process the request within 30 days, unless the requestor has given special reasons, which satisfy the Information Officer that circumstances dictate a shorter turn-around time. However, the 30-day period may be extended for a further period of not more than thirty days if the request is for a voluminous number of records, or the request requires a search for information held at another office of PPC (typically historic records stored off-site) and the information cannot readily be obtained within the original 30-day period. PPC will notify the requester in writing should an extension be sought.
11.9 The requester shall be informed in writing whether access has been granted or denied.
11.10 If a request is made on behalf of another person, then the requester must submit proof of the capacity in which the requester is making the request to the reasonable satisfaction of the Information Officer and, where applicable, a consent form/letter of authority must accompany the request.
11.10.1 If an individual is unable to complete the prescribed form because of illiteracy or disability, such a person may make the request orally to the Information Officer.
11.10.2 Records held by PPC may be accessed only once all the prerequisite requirements for access have been met.
MANUAL FOR ACCESS TO INFORMATION IN TERMS OF THE PROMOTION OF ACCESS TO INFORMATION ACT No. 2 of 2000 of PRETORIA PORTLAND CEMENT LIMITED