(formerly NRG Gestetner South Africa (Pty) Ltd) Registration no: 1960/000915/07
(the “Company”)
Prepared in terms of section 51 of the Promotion of Access to Information Act, No.2 of 2000.
(the “Act”)
1. Introduction
The Company imports and sells the latest technology multi-functional copier and facsimile machines, digital duplicators, printers, wide format printers, and production printing machines. In addition, the Company supplies document and information management software which compliment the equipment to provide a Total Document Solution for any business environment.
The Company provides a complete maintenance support service, as well as all consumable requirements, for all products sold.
The Company conducts business through two main channels – an Indirect or Distributor Channel, and a Direct Sales channel.
The Company is a wholly owned subsidiary of the RICOH Europe Holdings PLC – a Public Listed Company, in London, United Kingdom.
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2. Company contact details
All correspondence and requests must be addressed to the “Managing Director”.
2.1 Postal address:
P O Box 2578
Bedfordview
2008
2.2 Street address:
Eastwood Office Park
11B Riley Road
Bedfordview X328
2.3 Switchboard number: 011 723 5000
2.4 Facsimile number: 011 723 5100
2.5 Website: www.ricoh.co.za
2.6 Email address: elma.cilliers@ricoh.co.za
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3. Access to the records of the Company
3.1 In terms of section 50 of the Act, a requester must be given access to any record of a private body if –
(a) that record is required for the exercise or protection of any rights;
(b) that person complies with the procedural requirements in the Act relating to a request for access to that record; and
(c) access to the record is not refused in terms of any ground for refusal as contemplated in Chapter 4 (sections 62 to 70) of the Act.
When the requester is a public body requesting access to a record for the exercise or protection of any rights, other than its rights, then it must be
acting in the public interest.
3.2 A requester must submit the request in the prescribed format - Form C, which is attached to Government Notice R187 dated 15 February 2002. The notice is available at the website www.sahrc.org.za/paia_info.htm or under Regulations at www.doj.gov.za.
3.2.1 The Company will within 30 days of receipt of the request, decide whether to grant or decline the request and give notice with reasons (if required) to that effect.
3.2.2 The 30 day period may be extended for a further period of not more than 30 days if the request is for a large amount of information, or the request requires a search for information held in storage and the information cannot reasonably be obtained within the first 30 day period. The Company will notify the requestor in writing should an extension be required.
3.3 A requester will be required to pay the applicable prescribed fee(s) as laid down in Part iii of the same Government Notice.
3.4 Requesters should contact the South African Human Rights Commission (SAHRC) for further information; contact details as follows:
Postal address: Private Bag 2700, Houghton, 2041
Switchboard number: 011 484 8300
Facsimile number: 011 484 0582
Website: www.sahrc.org.za
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4. Applicable Legislation
1. No 61 of 1973 - Companies Act
2. No 98 of 1978 - Copyright Act
3. No 55 of 1998 - Employment Equity Act
4. No 95 of 1967 - Income Tax Act
5. No 66 of 1995 - Labour Relations Act
6. No 89 of 1991 - Value Added Tax Act
7. No 37 of 2002 - Financial Advisory and Intermediary Services Act
8. No 75 of 1997 - Basic Conditions of Employment Act
9. No 69 of 1984 - Close Corporations Act
10. No 25 of 2002 - Electronic Communications and Transactions Act
11. No 2 of 2000 - Promotion of Access of Information Act
12. No 30 of 1996 - Unemployment Insurance Act
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5. Company Records Availability
5.1 Classification Key
| Classification No | Access | Classification |
| 1 | May be disclosed | Public Access Document |
| 2 | May not be disclosed | Requested for the purpose of criminal or civil proceedings, or requested after commencement of criminal or civil proceedings [s7] |
| 3 | May be disclosed | Subject to copyright |
| 4 | Limited disclosure | Personal information that belongs to the requester of that information [s61] |
| 5 | May not be disclosed | Unreasonable disclosure of personal information of natural person [s63(1)] |
| 6 | May not be disclosed | Likely to harm the commercial or financial interests of third party [s64(a)(b)] |
| 7 | May not be disclosed | Likely to harm the Company or third party in contract or other negotiations [s64(c)] |
| 8 | May not be disclosed | Would breach a duty of confidence owed to a third party in terms of an agreement [s65] |
| 9 | May not be disclosed | Likely to compromise the safety of individuals or protection of property [s66] |
| 10 | May not be disclosed | Legally privileged document [s67] |
| 11 | May not be refused | Environmental testing / investigation which reveals public safety / environmental risks [s64(2); s68(2)] |
| 12 | May not be disclosed | Commercial information of Private Body [s68] |
| 13 | May not be disclosed | Likely to prejudice research and development information of the Company or a third party [s69] |
| 14 | May not be refused | Disclosure in public interest [s70] |
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5.2 Company Records Classification
| Department | Subject | Classification No |
| Marketing/Communications | Media Releases | 1 |
| Social Responsibility | 1 |
| Product Brochures | 1 |
| Marketing Strategies | 12 |
| Customer Database | 12 |
| Product Sales Records | 12 |
| Market Information | 12, 13 |
| Pricing Policy and Procedures | 12 |
| | |
| Human Resources | Staff Records | 4, 5, 9, 10 |
| Employment Contracts | 4, 5, 10 |
| Policies and Procedures | 4 |
| | |
| Financial Services | Financial Statements | 12 |
| Financial and Tax Records | 12 |
| Asset Register | 12 |
| Management Accounts | 12 |
| Banking Information | 12 |
| Insurance Information | 12 |
| | |
| Administration Services | Customer Contracts Records | 8, 12 |
| Invoicing and Financing Information | 12 |
| | |
| Legal/Company/Secretarial | Statutory Records | 12 |
| General Contract Information | 6, 8, 12 |
| | |
| Environmental/Safety/Health | Environmental Policy | 1 |
| Environmental Records | 11, 14 |
| Health and Safety Records | 1, 4, 5, 8, 11 |
| Quality Control Records | 1 |
| | |
| Logistics | Importation Information | 12 |
| Production / Inventory Information | 12 |
| | |
| | |
| TQM | Strategy Information | 12 |
| Business Plan Information | 12 |
| Company Vision, Mission, Core Values | 1 |
| Key Performance Information | 12 |
| | |
| Information Security Management System (ISMS) | ISMS Policy | 1 |
| ISMS Management System | 1 |
| Statement of Applicability | 1 |
| ISMS Records | 1, 8, 9, 12 |
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6. Appeals procedure when requests are refused
The Company does not have an internal appeals procedure, the decision made by the Managing Director is final. As such, should the requestor not be satisfied with the information provided or should the request for information be declined then the requestor will have to follow such external remedies as are laid down in the Act.
Updated 5 December 2011 – Company Secretary.
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