Wri/idrc report

Template 2: Land Affairs

		Findings	Score
	Request responded to in time limits		0
I	Information on how to make a request		5
1	Is the process for submitting requests readily available to requestors and does the process of submitting requests accommodate different ways of making a request?		2
1a	Does the institution indicate the name of an information officer as focal point for information requests?	Yes, PAIA Manual	1
1b	Are full contact details provided including physical address, postal address, fax number and e-mail address?	Yes, PAIA Manual	1
2	Is there a list of all categories of records held by the institution, which also identifies those records which can be disclosed and those which cannot?		3
2a	Is there a list of all categories of records held?	Yes, PAIA Manual	1
2b	Is the list disaggregated to show categories of records held which are routinely available?	Yes, PAIA Manual	1
2c	Is the list disaggregated to show categories of records held which are available on request?	Yes, PAIA Manual	1
2d	Is there a list of categories of records held which cannot be disclosed?	Not disaggregated like that.	0
II	Records Management		6
3	Is there an efficient system for the storage and organisation of records		5
3a	What system is used to organise records	Yes, per the Records Mangement Policy.	1
3b	What system is used to archive information?	Yes, per the National Archives Act	1
3c	Is there a file plan?	Yes, as seen in the SAHRC Audit results.	1
3d	Has a Records Manager been appointed?	Yes, as seen in the SAHRC Audit results.	1
3e	Does the Records Manager have specific responsibilities in relation to providing access to records based on the law?	Yes.	1
4	Are there rules governing the generation of a record?	Yes	1
III	Internal Mechanisms		13
5	Is there a system for recording and reporting on both the type and number of requests received and how they were responded to?		4
5a	Is there a log of requests?	Yes	1
5b	Are the number of requests received provided?	Yes	1
5c	Is the information being requested captured by the system?	Not clear through information available.	0
5d	Are the responses to the requests provided?	Yes, as per Audit	1
5e	Is the date when the request was responded to provided?	Yes, as per Audit	1
6	Are requests recorded in detail?	No - while it exists on paper, they have failed to submit the section 32 report to the SAHRC.	0
6a	Number of requests received?	Section 32 report	0
6b	Responses to the requests?	Section 32 report	0
6c	Appeals lodged?	Section 32 report	0
7	Are there adequate internal guidelines for frontline officials on how to handle requests?		2
7a	Are frontline staff instructed on how to deal with requestors?	Yes, as seen in the SAHRC Audit results.	1
7b	Do frontline staff know about the ATI/ Evidence of training on ATI law constitutional/sectoral Law?	Yes, as seen in the SAHRC Audit results.	1
8	Are there effective internal procedures for processing requests and communicating with requestors to ensure that requests are responded to within the timeframe under the Law?		3
8a	Are requests acknowledged upon receipt?	Yes, as seen in the SAHRC Audit results.	1
8b	Is there an internal tracking system?	Yes, as seen in the SAHRC Audit results.	1
8c	Is the system above manual or electronic?	Manual	x
8d	If the system is electronic, was it specifically designed for handling and processing requests under the law?		x
8e	Are there time frames indicating the internal routing of the request?	Yes, per the manual.	1
9	Are there adequate internal procedures for assisting disadvantaged requestors?		3
9a	Are there standing orders for assisting visually impaired requestors?	Not clear through information available.	0
9b	Are there standing orders for assisting illiterate requestors?	Not clear through information available.	0
9c	Are there standing orders for assisting requestors who are unable to communicate in English/ the working language of government?	Yes, as seen in the requirements for PAIA manuals in different languages.	1
9d	Other than IT-based communication tools, such as websites, how else does the institution share information with members of the public?	Gazettes, newspapers, public service announcements.	1
9e	Does the institution have a policy of waiving request fees from requestors who are unemployed or can't afford to pay the request fee?	As per the PAIA Act.	1
10	Is there an implementation plan which operationalises the law ?	Yes, as seen in the SAHRC Audit results.	1
11	Is there an internal rule that encourages regular publication of records?	Not clear through information available.	0
IV	Resources		5
12	Are there financial resources allocated to the implementation of the ATI Act or sectoral law?	Yes, as seen in the SAHRC Audit results.	1
13	Have staff been designated and trained to facilitate access to information?		4
13a	Number of staff designated?	Yes, as seen in the SAHRC Audit results.	1
13b	Training received?	No, as seen in the SAHRC Audit results.	0
13c	Specific responsibilities of designated staff?	Yes, as seen in the SAHRC Audit results.	1
14	Is there a unit, or equivalent dedicated structure, established to monitor provision of information to the public?	Yes, there is an audit (under the Directorate).	1
14a	To whom does the structure report?	Head of Library Services.	1
15	Are there adequate incentives in place to ensure that staff comply with the Act and sanctions for non- compliance?		0
15a	Code of conduct?	Not clear through information available.	0
15b	Incentives e.g. compulsory training, monetary rewards?	Not clear through information available.	0
V	Evaluation Capabilities		5
16	Does the organisation have a specific policy that guides evaluation of its performance e.g.strategic plan request document that contains internal yearly performance indicators for agency	Annual Strategic Plan.	5
16a	Is this document made available to the public?	Yes, on website.	1
16b	Are the results of the yearly evaluation made available to the public?	Yes, see Department of performance Monitoring and Evaluation.	1
16c	Is there a specific person responsible to ensure that the agency meets its goals as set out in the plan?	Yes.	1
16d	Is there an independent mechanism that could be used to audit the performance of the agency e.g. auditor general?	Auditor-General, Audit Services, DPME.	1
16e	Are external stakeholders engaged in an evaluation of performance under the plan?	Doesn't appear so from Performance Plan itself.	0
16f	Are staff trained on how to evaluate their performance yearly?	Yes.	1
VI	Complain and Response Capabilities		4
17	Does the organisation have a policy on how to address complaints about non -performance of the agency from external stakeholders?	The Audit stated that there is no appeals mechanism in place, for PAIA. Their website does, however, provide some information on other forms of complaint hotlines.	4
17a	Does the agency assure confidentiality to complainants?	No - external entities do.	0
17b	Does the agency explain how to lodge a complaint and how this complaint will be investigated?	No.	0
17c	How does the agency ensure the independence of the investigation?	External entities given for complaints.	1
17d	Is there an independent mechanism to challenge the decision of an agency against which there has not been an appropriate response to a complaint?	Depends on complaint.	1
17e	Is there a person responsible for the complaints procedure?	Depends on complaint.	1
17f	Is the complaint policy widely disseminated?	On website.	1
17g	Are staff trained on how to respond to complaints?	Not clear through information available.	0
17h	Is there a guarantee of non- retaliation against the complainant?	Not clear through information available.	0
Total			38