We have appointed our information officer to deal with all matters relating to PAIA so we can comply with our PAIA obligations. To request access to a record, please complete Form 2.
Please submit the completed form (together with the relevant request fee we explain below) to our information officer's email address, our physical address, or by fax using the details we provide. Please ensure that the completed form:
• has enough information for the information officer to identify you, the requested records, and the form of access you require;
• specifies your email address, postal address, or fax number;
• describes the right that you seek to exercise or protect;
• explains why you need the requested record to exercise or protect that right;
• provides any other way you would like to be informed of our decision other than in writing; and
• provides proof of the capacity in which you are making the request if you are making it on behalf of someone else (we will decide whether this proof is satisfactory).
If you do not use the standard form, we may:
• reject the request due to lack of procedural compliance;
• refuse it if you do not provide sufficient information; or
• delay it.
We will evaluate and consider all requests we receive. If we approve your request, we will decide how to provide access to you – unless you have asked for access in a specific form. Publication of this manual does not give rise to any rights to access information records, except in terms of PAIA.
We will process requests within 30 days unless we notify you of an extension, together with our reasons for the extension.
When submitting your request, you must pay us a request fee as the law prescribes. You must pay us the prescribed fees before we give you access. You will receive a notice from our information officer upon your request, setting out the application procedure.
If we grant the request, you will have to pay us a further access fee the law prescribes that includes a fee for the time it takes us to handle your request, or if the time has exceeded the prescribed hours to search and prepare the record for disclosure. Our information officer will notify you if you need to pay a deposit for the access fee. The deposit may be up to one third of the prescribed access fee. The access fee will provide for:
• the costs of making the record, or transcribing the record;
• a postal fee (if applicable); and
• the reasonable time we need to search for the record and prepare the record for you.
If you paid the deposit and we refused your request, we will refund you the deposit amount. Until you have paid the fees, we may withhold the record you requested.
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