Proatia Manual
Orchard Suppliers (Pty) Ltd
Manual in terms of section 51 of the Promotion of Access to Information Act, 2 of 2000 (The Act)
Section 51 Manual of Orchard Suppliers (Pty) Ltd (Registration number: 2004/007007/07)
1. Contact particulars
Head of business: CR Jansen Van Rensburg Information officer: CR Jansen Van Rensburg
Postal address: PO Box 94 Physical address: 5 - 7 Field Street
Worcester Worcester
6849 6850
Telephone number: (023) 347 2646 Fax number: (023) 347 2755
Website: www.orchards.co.za
2. Introduction
Manufacturing and trading in agricultural products
3. Guide in terms of section 10 of The Act
Any person who wishes to exercise any right contemplated in The Act may obtain a copy of the information guide issued by the
Human Rights Commission in all official languages, from the Human Rights Commission, tel (011) 877-3600.
4. Facilitation of a request for access to information
Information which is not readily available as indicated in this manual, may be requested in accordance with the procedure
prescribed in terms of the Act. Copies of the prescribed forms to be completed for submitting a request, are available from
Orchard Suppliers (Pty) Ltd.
5. Information available in terms of other legislation
Information is available in terms of certain provisions of the following legislation:
5.1 Basic Conditions of Employment Act 75 of 1997
5.2 Companies Act 61 of 1973
5.3 Companies Act 71 of 2008
5.4 Compensation for Occupational Injuries and Health Diseases Act 130 of 1993
5.5 Competition Act 89 of 1998
5.6 Consumer Protection Act 68 of 2008
5.7 Currency and Exchanges Act 9 of 1933
5.8 Customs and Excise Act 91 of 1964
5.9 Electronic Communications and Transactions Act 25 of 2002
5.10 Employment Equity Act 55 of 1998
5.11 Income Tax Act 58 of 1962
5.12 Labour Relations Act 66 of 1995
5.13 Occupational Health and Safety Act 85 of 1993
5.14 Promotion of Access to Information Act 2 of 2000
5.15 Promotion of Equality and Prevention of Unfair Discrimination Act 4 of 2000
5.16 Skills Development Levies Act 9 of 1999
5.17 Skills Development Act 97 of 1998
5.18 Statistics Act 6 of 1999
5.19 Unemployment Contributions Act 4 of 2002
5.20 Unemployment Insurance Act 63 of 2001
5.21 Value Added Tax Act 89 of 1991
6. Information automatically available
The following categories of records are automatically available for inspection, purchase or photocopying:
6.1 Pamphlets / Brochures
6.2 Marketing and promotional material
6.3 www.orchards.co.za
7. Information available in terms of The Act
The subjects on which the business holds records and the categories on each subject are as listed below. Please note that a
requestor is not automatically allowed access to these records and that access to them may or must be refused in accordance
with section 62 to 69 of The Act.
7.1 Accounting records
7.1.1 Annual financial statements and working papers
7.1.2 General ledger
7.1.3 Subsidiary ledgers (receivables, payables, etc.)
7.1.4 Bank statements, cheque books, cheques
7.1.5 Customer and supplier statements and invoices
7.1.6 Deposit slips
7.1.7 Cash books and petty cash books
7.1.8 Fixed asset register
7.1.9 Tax returns and assessments
7.1.10 VAT returns
7.1.11 Lease or instalment sale agreements
7.1.12 Insurance records
7.1.13 Inventory records (including stock take)
7.1.14 Systems documentation
7.1.15 Capital expenditure
7.1.16 Record of assets
7.1.17 Record of liabilities
7.1.18 Record of loans to related parties
7.1.19 Record of revenue
7.1.20 Record of expenses
7.2 Auditors
7.2.1 Working papers
7.2.2 Correspondence
7.3 Health and Safety
7.3.1 Register, record of earnings, time worked, payment and particulars of all employees
7.3.2 Health and safety committee's records of each recommendation affecting the health of employees and reports
made to the inspector
7.3.3 Employee medical surveillance records in respect of hazardous chemicals and substances
7.4 Information Technology
7.4.1 Client database
7.4.2 Hardware
7.4.3 Internet
7.4.4 Intranet
7.4.5 Licenses
7.4.6 Operating systems
7.4.7 Software packages
7.4.8 Telephone exchange equipment
7.4.9 Telephone lines, leased lines and data lines
7.5 Insurance
7.5.1 Claim records
7.5.2 Insurance policies
7.6 Intellectual Property
7.6.1 Designs, trademarks, trade names and protected names
7.7 Legal, Agreements and Contracts
7.7.1 Agreements with customers
7.7.2 Agreements with governmental agencies
7.7.3 Distributor, dealer or agency agreements
7.7.4 Material licenses, permits and authorisations
7.7.5 Contracts, including lease agreements and finance agreements
7.7.6 Warranty agreements
7.8 Personnel Records
7.8.1 Attendance register
7.8.2 Bargaining Council documents
7.8.3 Disciplinary records
7.8.4 Employee evaluation and performance records
7.8.5 Employee information records
7.8.6 Employee loans
7.8.7 Employee remuneration
7.8.8 Employee date of birth
7.8.9 Employment contracts
7.8.10 Incentive schemes
7.8.11 IRP 5 and IT 3 certificates
7.8.12 Leave applications
7.8.13 Medical aid records
7.8.14 Name and occupation of each employee
7.8.15 Organisational design
7.8.16 Payroll
7.8.17 Particulars of each employee
7.8.18 Personnel file
7.8.19 Provident fund information
7.8.20 Recruitment and appointments
7.8.21 Registered trade unions / employers' organisations documents, list of members and ballot papers
7.8.22 Salary and wage registers
7.8.23 Salary slips and wage records
7.8.24 Time records
7.8.25 Training and development
7.8.26 UIF, PAYE and SDL returns
7.8.27 Workmen's Compensation documents
7.9 Sales and Marketing
7.9.1 Brochures, newsletters and marketing material
7.9.2 Customers
7.9.3 Products
7.9.4 Sales
7.9.5 Service and product information
7.10 Statutory Company Records
7.10.1 Annual Statutory Returns
7.10.2 Certificate of Change of Name
7.10.3 Certificate of Incorporation
7.10.4 Certificate to Commence Business
7.10.5 Memorandum and Articles of Association
7.10.6 Notice and minutes of shareholders' meetings
7.10.7 Minutes of directors' meetings
7.10.8 Register of company secretary and auditors
7.10.9 Register of directors and officers
7.10.10 Register of directors' shareholding
7.10.11 Registration Certificate
7.10.12 Shareholders' register
7.10.13 Founding Statement and amendments
7.10.14 Minute books
7.11 Tax
7.11.1 Income tax returns
7.11.2 Provisional tax returns
7.11.3 Tax assessments
7.11.4 VAT documents
7.11.5 Records of importation goods and documents
8. Requesting procedures
A person who wants access to the records must complete the necessary request form, that is available at the offices of Orchard
Suppliers (Pty) Ltd, or can be accessed on www.sahrc.org.za. The completed request form must be sent to the address or fax
number provided in this manual, and marked for the attention of the Information Officer.
If the request for access is successful an access fee may be required for the search, reproduction and/or preparation of the
record(s) and will be calculated based on the prescribed fee structure under the Act. The fee structure is available on
www.sahrc.org.za.
9. Availability of the Manual
Copies of this manual are available for inspection, free of charge, at the offices of Orchard Suppliers (Pty) Ltd, from the South
African Human Rights Commission and at www.orchards.co.za.
We confirm, to the best of our knowledge, and belief, the accuracy and completeness of the information provided.
