Notices > Description submitted in terms of section 15(1) > South African Police Service > Form D : Automatically available records and access to such records

FORM D

AUTOMATICALLY AVAILABLE RECORDS AND ACCESS TO SUCH RECORDS:

(Section 15 of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000))

[Regulation 5A]

DESCRIPTION OF CATEGORY OF RECORDS AUTOMATICALLY AVAILABLE IN TERMS OF SECTION 15(1)(a) OF THE PROMOTION OF ACCESS TO INFORMATION ACT, 2000

MANNER OF ACCESS TO RECORDS (e.g. website)

(SECTION 15(1)(b))

7.1	DESCRIPTION OF CATEGORIES OF RECORDS AUTOMATICALLY AVAILABLE FOR INSPECTION IN TERMS OF SECTION 15(1)(a)(i):

ALL DIVISIONS AND COMPONENTS

National Instructions

(The following records are excluded:

•	training material;

•	training guidelines;

•	training manuals; or

•	records of which the disclosure may reasonably be expected to jeopardise the effectiveness of a testing, examining or auditing procedure or method used by the Service.

The normal request procedure in terms of the Act is applicab e when access to such records are requested.)

The records may be inspected at the relevant sub-section head on request in writing to the relevant divisional commissioner.

COMPONENT: CORPORATE COMMUNICATION HERITAGE SERVICES

(1)	All displays at the SAPS Heritage Services

(2)	Archival records at the SAPS Heritage Services (excluding records contained in dockets and personal information of persons or information that may be refused on the grounds of refusal provided for in the Act)

The records may be inspected at the office of the Curator, SAPS Heritage Services on request in writing to the Curator: Heritage Services, P0 Box 4866, PRETORIA, 0001.

ALL DIVISIONS AND COMPONENTS

Master Copy of the Filing System

The records may be inspected at the relevant division.

FINANCIAL MANAGEMENT AND ADMINISTRATION: BUDGETS

Estimates of National Expenditure—

Department of Police

The records may be inspected at the office of the Section Head: Budgets on request in writing to Financial Management and Administration: Section Head: Budgets, Private Bag X 94, PRETORIA, 0001

DIVISION: HUMAN RESOURCE UTILISATION

EMPLOYMENT EQUITY

National and Divisional Employment Equity Section 20 Plans and Section 21 Reports

The Divisional, Provincial and Components Employment Equity Implementation Plans and Section 21 Quarterly Reports

The records may be inspected at the office of the Section Head: Employment Equity on request in writing to the relevant Divisional Commissioner: Human Resource Utilisation, Private Bag X 94, PRETORIA, 0001.

PERFORMANCE MANAGEMENT

(1)	Performance Management Systems for the Service (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act)

(1)	The records may be inspected at the office of the Component Head: Performance Management on request in writing to the Divisional Commissioner: Human Resource Utilisation, Private Bag X 94, PRETORIA, 0001

DIVISION: OPERATIONAL RESPONSE SERVICES

Records consisting of general correspondence (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act) relating to: Peace Keeping

The records may be inspected at the office of Operational Response Services, between 07:30 and 16:00 on request In writing to the Divisional Commissioner: Operational Response Services, Private Bag X 30, SUNNYSIDE, 0132

DEPUTY NATIONAL COMMISSIONER: MANAGEMENT ADVISORY SERVICES

Job Evaluation (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act):

•	Job evaluation reports

•	Panel results

The records may be inspected at the office of the Section Head: Organizational Corporate and Design, Management Advisory Services on request in writing to the Head: Management Advisory Services, Private Bag X 94, PRETORIA, 0001.

DIVISION: PERSONNEL MANAGEMENT

PROMOTION SERVICES AND REWARD SYSTEMS

Records relating to Incentive and Reward Schemes (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act

The records may be inspected at the office of the Section Head: Promotion Services and Reward Systems on request in writing to the Divisional Commissioner: Personnel Management, Private Bag X 94, PRETORIA, 0001.

DIVISION: SUPPLY CHAIN MANAGEMENT

General conditions and procedures

The records may be inspected at Supply Chain Management on request in writing to the Divisional Commissioner: Supply Chain Management, Private Bag X 254, PRETORIA, 0001.

DIVISION: VISIBLE POLICING

FIREARMS, LIQUOR AND SECOND-HAND GOODS CONTROL

Consideration Policy 1994

Firearms Control Act, 2000 ( Act No 60 of 2000)

Firearms Control Regulation 2004

The records may be inspected at the office of the Head: Firearms, Liquor and Second-hand Goods Control on request in writing to the Head: Central Firearm Control Register, Private Bag X 811, PRETORIA, 0001.

PARTNERSHIP POLICING

SECTOR POLICING

Records relating to—

(1)	Partnership Policing

•	Police Community Projects

•	Policy Framework and Guidelines on Community Policing

(2)	Sector Policing

•	Pilot Projects

The records may be inspected at the office of Visible Policing on request in writing to the Divisional Commissioner: Visible Policing, Private Bag X 540, PRETORIA, 0001.

FLYING SQUAD

Records consisting of general correspondence (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act) relating to:

(1)	Police Emergency Services

Flying Squad or Highway Patrol

10111 Centres

(2)	Community Services

(3)	Accident Combating

(4)	Specialised Uniform Support

•	Hostage Negotiation

•

Divers

•	Water Wing

•	Disaster Management

(5)	Equestrian

(6)

Dogs

The records may be inspected at the office of Visible Policing, between 07:30 and 16:00 on request in writing to the Divisional Commissioner: Visible Policing, Private Bag X 540, PRETORIA, 0001.

7.2	DESCRIPTION OF CATEGORIES OF RECORDS AUTOMATICALLY AVAILABLE FOR PURCHASING IN TERMS OF SECTION 15(1)(a)(ii)

ALL DIVISIONS

Legislation (bills, acts, regulations, proclamations and Government Notices)

Copies of legislation can be purchased at Government Printers at the cost determined by the Government Printers

DIVISION: SUPPLY CHAIN MANAGEMENT

PROCUREMENT AND INVENTORY MANAGEMENT

State Tender Bulletins

Published weekly by the State Tender Board and can be purchased at the State Tender Board at the cost determined by the State Tender Board.

7.3	DESCRIPTION OF CATEGORIES OF RECORDS AUTOMATICALLY AVAILABLE FOR COPYING IN TERMS OF SECTION 15(1)(a)(ii)

(on payment of the fees prescribed in Part II of Annexure A of the Regulations regarding the Promotion of Access to Information, 15 February 2002

ALL DIVISIONS AND COMPONENTS

(1)	Policy Documents and National Instructions

(The following records are excluded:

•	training material;

•	training guidelines;

•	training manuals; or

•	records of which the disclosure may reasonably be expected to jeopardi se the effectiveness of a testing, examining or auditing procedure or method used by the Service.

The normal request procedure in terms of the Act is applicable when access to such records is requested.)

(1)	The records may be obtained on request in writing addressed to the relevant section head or the relevant divisional commissioner.

(2)	Collective Agreements

(2)	The records may be obtained on request in writing addressed to the Section Head:

Labour Relations, Human Resource Utilisation, Private Bag X 94, PRETORIA, 0001.

(3)	ACCIDENT REPORT (NEW OR OLD REPORTS): COPY OR PHOTOCOPY

Note that—

with the term "copy" is meant where reproduction is done manually;

a copy of a completed accident report will only be furnished to the authorised person;

when a request is received in writing from the Road Accident Fund, provincial hospitals or ambulance services from provincial hospitals, they are regarded as public bodies or institutions who are entitled to immediately receive a copy of an accident report free of charge.

(3)	If the record is still in the possession or under control of the Service, the records may be obtained by the authorised person on request in writing on the prescribed request form or the SAPS 512(n) addressed to the relevant office of the Service.

Note that—

The following persons are deemed to be authorised persons:

(a)	an involved party in the accident (eg driver, passenger. pedestrian, cyclist, owner of the vehicle, owner of the animal involved in the accident, etc) if he or she can prove that he or she is an involved party;

(b)	any private ambulance service, medical service provider, emergency service or towing service that provided such a service to a party involved in an accident, if such private service can provide written proof that such service was rendered; or

(c)

a person who is not an involved party or the private ambulance service, medical service provider, emergency service or towing service referred to above, only if he or she has written permission or authority of an involved party (eg an attorney who provides the relevant power of attorney to act on behalf of the person).

CORPORATE COMMUNICATION:

HERITAGE SERVICES

Archival records and photo's at Heritage Services (excluding records contained in dockets and personal information of persons or information that may be refused on the grounds of refusal provided for in the Act)

The records may be obtained on request in writing addressed to the Curator, SAPS Heritage Services, PO Box 4866, Pretoria, 0001.

The records may be obtained from the relevant division

FINANCIAL MANAGEMENT AND ADMINISTRATION: BUDGETS

Estimates of National Expenditure - Department of Police

The records may be obtained on request in writing addressed to Financial Management and/administration, Section Head: Budgets, Private Bag X 94, PRETORIA, 0001.

DIVISION: FORENSIC SERVICES

Only Photographs and ldentikits released by the Service and published by the media

The records may be obtained from the Forensic Services on request in writing addressed to the Head: Forensic Services, SA: S Head Office, Private Bag X 322, PRETORIA, 0001.

DIVISION: HUMAN RESOURCE UTILISATION

EMPLOYMENT EQUITY

National and Divisional Employment Equity Section 20 Plans and Section 21 Report

The records may be obtained on request in writing addressed to the Divisional Commissioner: Human Resource Utilisation, Employment Equity at Private Bag X 94, PRETORIA, 0001.

COMPENSATION MANAGEMENT

Human Resource Utilisation Project Centre Project Reports

Projects funded by government can be provided to public on request in writing addressed to the Divisional Commissioner: Human Resource Utilisation, Compensation Management at Private Bag X 94, PRETORIA. 0001.

PERFORMANCE MANAGEMENT

(1)	Certain records (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act) relating to—

Performance management systems:

•

Projects

•	Project names

•	Project plans

•	Project budgets

•	Project status reports

•	Project and programme operating manuals

•	Project and programme functions and activities

•	Programme Management Board activities

•	Project and programme registered users

•	Number of registered project centres

(1)	The records may be obtained from the office of the Component Head: Performance Management on request in writing addressed to Divisional Commissioner: Human Resource Utilisation, SAPS, Head Office, Private Bag X 94, PRETORIA, 0001.

DIVISION: OPERATIONAL RESPONSE SERVICES

SECTION HEAD: AIR WING

Certain records relating to—

(1)	Monthly successes achieved

(2)	Policy and minimum requirements for appointment as pilot and crew

The records may be obtained on request in writing addressed to the Section Head: Air Wing Response Services, Private Bag X30, SUNNYSIDE, 0132

OPERATIONAL INFORMATION MANAGEMENT CENTRE

Records (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act) relating to certain parts of—

(1)	Policy on:

•	Crowd Management National Intervention Unit

•	Borderline Police Air Wing

•	Specialized Skills Development Special Task Force

(2)	Crowd Management Incidents

(3)	Successes of:

•	Crowd Management

•	National Intervention Unit

•	Borderline Police

•

Air Wing

•	Specialized Skills Development

•	Special Task Force

(4)	Peace Keeping

The records may be obtained on request in writing addressed to the Deputy Information Officer:Operational Response Services, Private Bag X 30, SUNNYSIDE, 0132.

DIVISION: PERSONNEL MANAGEMENT

RECRUITMENT AND STAFFING

Records (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act) relating to appointment requirement of appointments of personnel on salary level 1-12 and/or salary bands A-MMS

The records may be obtained on request in writing addressed to the Section Head: Recruitment And Staffing, Private Bag X 94, PRETORIA, 0001.

SENIOR MANAGEMENT APPOINTMENTS

The records may be obtained on request in writing addressed to the Sub-section Head: Senior Management Appointments, Private Bag X 986, PRETORIA, 0001.

DIVISION: SUPPLY CHAIN MANAGEMENT

General conditions and procedures

The records may be obtained from Supply Chain Management on request in writing addressed to the Divisional Commissioner: Supply Chain Management, Private Bag X 254, PRETORIA, 0001.

COMPONENT: STRATEGIC MANAGEMENT

Although the following records are available free of charge on the Web page of the Service, it may be photocopied on request:

(1)	Annual Report for the South African Police Service

(2)	Strategic Plan for the South African Police Service

Annual Performance Plan for the South African Police Service

The records may be obtained on request in writing addressed to the Head: Strategic Management, Private Bag X 94, Pretoria, 0001.

DIVISION: FINANCIAL MANAGEMENT AND ADMINISTRATION

DOCUMENT CENTRE MANAGEMENT: ARCHIVES AND REGISTRY

Master Copy of the Filing System

The records may be obtained from the relevant division

COMPONENT: ORGANISATIONAL DEVELOPMENT

Job Evaluation (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act):

•	Pre-interview questionnaire

•	Results of Job evaluation

The records may be obtained from the office of the Section Head: Organizational Development on request in writing to the Head: Organizational Development, Private Bag X 94, PRETORIA, 0001.

DIVISION: VISIBLE POLICING

PARTNERSHIP POLICING

SECTOR POLICING

Records relating to (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act) —

(1)	Partnership Policing:

•	Police Community Projects

•	Policy Framework and Guidelines on Community Policing

(2)	Sector Policing

•	Pilot Projects

The records may be obtained from the office of Visible Policing on request in writing addressed to the Divisional Commissioner, Visible Policing, Private Bag X 540, PRETORIA, 0001.

SOCIAL CRIME PREVENTION

(1)	Making South Africa Safe Manual

(2)	Environmental Design Manual

(3)	Communication Materials on Domestic Violence

(4)	Communication Materials on Victim Empowerment

(5)	Communication Materials on rape and Sexual offences

(6)	Promising Crime Prevention Practices in South Africa

(7)	National Rural Victims of Crime Survey

(8)	Guidelines: Drug and Substance Abuse

The records may be obtained from the office of Visible Policing on request in writing addressed to the Divisional Commissioner, Visible Policing, Private Bag X 540, PRETORIA, 0001.

VISIBLE POLICING

Certain records (excluding personal information of persons and information that may be refused on the grounds of refusal provided for in the Act) relating to General Correspondence with regard to:

(1)	Police Emergency Services:

•	Flying Squad or Highway Patrol

•	10111 Centres

(2)	Community Services

(3)	Accident Combating

(4)	Specialised Uniform Support

•	Hostage Negotiation

•

Divers

•	Water Wing

•	Disaster Management

The records may be obtained from the office of Visible Policing on request in writing addressed to the Divisional Commissioner, Visible Policing, Private Bag X 540, PRETORIA, 0001.

7.4	DESCRIPTION OF CATEGORIES OF RECORDS AUTOMATICALLY AVAILABLE FREE OF CHARGE IN TERMS OF SECTION 15(1)(a)(iii)

All Divisions

(1)	A copy of a—

(a)	suspect's own statement contained in an open docket; or

(b)	victim's or complainant's own statement contained in an open docket.

The request by the suspect/victim/complainant for a copy of his or her own statement, must be in writing and addressed to the relevant investigating officer.

Take note: such a copy will only be automatically available to the relevant suspect/victim/complainant or his or her representative (such representative must attach documentary proof of capacity to act on behalf of such person).

(2)	The information or topics as available on the Web site of the Service

(2)	Available on the Web page of the Service at www.saps.gov.za