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      Proatia Manual

      RS Components South Africa
      Section 51 Proatia Manual
      Company Overview


      RS Components is the market leader in the high service level distribution of electrical, electronic, mechanical and industrial products. Operating in 26 countries whilst serving a further 100 through third-party distributors, RS serves every sector of industry in the procurement of their products relating to maintenance, repair, operations, low volume production, research and development. With over 500,000 products across 2500 leading brands, the company is committed to ensuring that their 1,5 million customers have fast access to a broad, as well as deep range, of products and technologies, all under one roof.

      RS's customers, whether ordering single or multiple items, experience a quick, easy, secure, painless and cost effective process. The RS catalogue, available at www.rsonline.com, or in print, offers full colour pictures with extensive clear product specifications. Free access to technical advisors and 90 000 datasheets ensure the correct product choice. Order placement is easily facilitated through www.rsonline.com, the call centre, e-mail, eProcurement, fax and trade counters. With locally held stock being dispacthed within the same day, and impressively products held internationally, within four to six working days.

      It is proven that departments traditionally spend 80% of their time sourcing products that account for only 20% of their total procurement spend. RS is focussed on reducing the customers "total cost of product ownership" by reducing the need to make multiple calls to various companies to source products, reducing supplier related administration and allowing for the amalgamation as well as consolidation of supplier bases. Through this process procurement efficiency is improved and time is freed up to concentrate on the more important business decisions.

      In closing it is RS's objective to offer their customers exceptionally high service levels with unrivalled choice, availability, support, dependability and peace of mind by providing fast, reliable and convenient delivery of the right product, the first time.

      1. Contact details [Section 51(1)(a)]

      Details

      Information Officer Danise Smit
      Deputy Information Officer De Wet Joubert

      Physical Address:

      RS Components South Africa
      20 Indianapolis Street
      Kyalami Business Park
      Midrand
      Gauteng
      South Africa

      Postal Address:

      PO Box 12182
      Vorna Valley
      South Africa
      1686

      Telephone Numbers:

      Tel: (44) 11 691 9300
      Fax: (44) 11 466 1577
      Call Centre: 0860 007 772
      Order line: 0860 222 333

      e-Mail:
      danise.smit@rs-components.com
      dewet.joubert@rs-components.com
      sales.za@rs-components.com

      Website

      www.rssouthafrica.com 

      Executive Management Team:

      General Manager: Brian Andrew
      Head Customer Service: Danise Smit
      Head of Finance: Trevor Mascall
      Head of Marketing: Mellisa Naidoo
      Head of Offer: De Wet Joubert

      2. The section 10 Guide on how to use the [Section 51(1)(b)]

      The Guide will be available from the South African Human Rights Commission by not later than August 2003. Please direct any queries to:

      The South African Human Rights Commission:

      PAIA Unit
      The Research and Documentation Department
      Private Bag 2700
      Houghton
      2041

      Telephone: +27 11 484-8300
      Fax: +27 11 484-0582
      Website: www.sahrc.org.za

      E-Mail: PAIA@sahrc.org.za

      3. Records available in terms of any other legislation [Section 51(1)(d)]

      Unlimited requestors

      Certain legislation mandates RS Components to allow any person access to specified information, upon request, irrespective of who that person may be. An example is section 113 of the Companies Act 61 of 1973, which provides that the register of members of a company may be inspected by any person upon payment of an inspection fee of R10.00, or such lesser amount as the company may determine.

      Limited requestors

      Certain legislation mandates private bodies to allow certain persons access to specified information, upon request. Legislation that may be consulted to establish the type of record and the person having access thereto is:
      Basic Conditions of Employment Act 75 of 1997
      Companies Act 71 of 2008
      Compensation of Occupational Injuries and Diseases Act 130 of 1993
      Competition Act 89 of 1998
      Consumer Affairs Act 23 of 1999
      Credit Agreements Act 75 of 1980
      Debt Collectors Act 114 of 1998
      Electronic Communications and Transactions Act 25 of 2002
      Employment Equity Act 55 of 1998
      Income Tax Act 58 0f 1962
      Insolvency Act 24 of 1936
      Labour Relations Act 66 of 1995
      Occupational Health and Safety Act 85 of 1993
      Skills Development Act 97 of 1997
      Skills Development Levies Act 9 of 1999
      Unemployment Insurance Act 30 of 1966
      Unemployment Insurance Act 63 of 2001
      Value Added Tax Act 89 of 1991

      Although we have attempted to supply you with a complete list of applicable legislation it is possible that the above list may be incomplete. Wherever it comes to our attention that existing or new legislation allows a requestor access on a basis other than that set out in the Act we shall immediately update the list. If a requestor believes that a right of access to a record exists in terms of the legislation listed above, or any other legislation, the requestor is required to indicate what legislative right the request is based on, to allow the information officer the opportunity of considering the request in light thereof.

      4. Access to the records held by the private body in question [Sections 51(1)(c) and 51(1)(e)]

      Index Description Format Voluntary
      Company Code of Conduct Behavioral values and disciplinary code Hard Copy and Electronic On Request Only
      Company Organogram Company Management Structure Hard Copy and Electronic  Yes
      Conditions of Sale March 2003 Purchasing Parameters Hard Copy  Yes
      Occupational Health & Safety Compliance with OHSACT Hard Copy  Yes
      Employment Equity Plan Compliance with government EE strategy Hard Copy On Request Only
      Group Policy Manual Group Policies on Corporate Governance Hard Copy On Request Only
      Group IS Policy Manual Group policy document on IS use Hard Copy On Request Only
      Personnel Records Letters of appointments Hard Copy On Request Only
      Personnel Records Personal information:
      -Full name
      -Identitynumber
      -Effective start date
      -Race and gender

      -Bank details
      -Tax number
      Hard Copy On Request Only

      Index Description Format Voluntary
      Personnel Records Leave records Hard Copy On Request Only
      Personnel Records Details of disciplinary hearings/matters Hard Copy On Request Only
      Personnel Records Payroll records Hard Copy On Request Only
      Financial Records Audited annual financial statements Hard Copy On Request Only
      Financial Records Management accounts Hard Copy On Request Only
      Financial Records Financial records Hard Copy On Request Only
      Financial Records Taxation returns Hard Copy On Request Only
      Internal Communications Minutes of management meetings Hard Copy On Request Only
      Internal Communications Correspondence with third parties Hard Copy On Request Only
      Agreements Rental agreements Hard Copy On Request Only
      Agreements Lease agreements Hard Copy On Request Only
      Agreements Agency agreements Hard Copy On Request Only
      Agreements Service agreements Hard Copy On Request Only
      Agreements Purchase and sale agreements Hard Copy On Request Only
      IT Records and Databases Software license agreements Hard Copy On Request Only
      Customer Related Records Credit applications including names and addresses Hard Copy On Request Only
      Customer Related Records Legal correspondence Hard Copy On Request Only
      Customer Related Records Payment history Hard Copy On Request Only
      Customer Related Records Debtors ageing Hard Copy On Request Only
      Creditor Related Records Account applications including names and addresses Hard Copy On Request Only
      Creditor related records Legal correspondence Hard Copy On Request Only
      Safety Records Safety procedure manuals Hard Copy On Request Only
      Electronic Records Financial records Hard Copy On Request Only
      Index Description Format Voluntary
      Electronic Records Email messages Hard Copy On Request Only


      Form of Request:

      The requester must use the prescribed form to make the request for access to a record. This must be made to the head of the private body. This request must be made to the address, fax number or electronic mail address of the body concerned [s 53(1)]

      • The requester must provide sufficient detail on the request form to enable the head of the private body to identify the record and the requester. The requester should also indicate which form of access is required. The requester should also indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed [s 53(2)(a) and (b) and (c)]
      • 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 [s 53(2)(d)]
      • If a request is made on behalf of another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the head of the private body [s 53(2)(f)]
      • Form available in file: PROATIA - Record Request Form.doc

      Proof of identity

      Proof of identity is required to authenticate the request and the requestor. Therefore in addition to the access form, requestors will be required to supply a certified copy of the identification document or any other legal means of identification. If the requestor acts as an agent requestor as described in the "Promotion of Access to Information Act, 2000" the requestor shall provide proof of the identity of the person on whose behalf the request is made, the authority or mandate given to the requestor by such person and proof of the identity of the requestor. The Information Officer shall not process any such request until he/she is satisfied that these requirements have been met.


      Fees:

      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:

      • The head of the private body must notify the requester (other than a personal requester) by notice, requiring the requester to pay the prescribed fee (if any) before further processing the request [s 54(1)]
      • The fee that the requester must pay to a private body is R50. The requester may lodge an application to the court against the tender or payment of the request fee [s 54(3)(b)]
      • After the head of the private body has made a decision on the request, the requester must be notified in the required form

      Other information as may be prescribed [Section 51(1)(f)]

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

      Availability of the manual [Section 51(3)]

      This manual is also available for inspection at the offices of RS Components South Africa free of charge; and copies are available with the SAHRC.

      © RS Components (SA) P.O. Box 12182, Vorna Valley 1686, 20 Indianapolis Street, Kyalami Business Park, Kyalami, Midrand, South Africa
      Phone: +27 11 691 9300