This manual is published in terms of section 51 of the Promotion of Access to Information Act. It sets out what records [ registered entity name to supply ] holds, who to ask for them, and what happens once you have asked.

01Introduction and scope

This section names the entity the manual belongs to, the section of the Act it is published under, and the date it takes effect. Registered name, registration number, registered address and the head of the entity all sit here — [ company particulars to supply ].

Where a section below is marked as a placeholder, the structure is settled and only the wording is outstanding. Nothing on this page is operative until the manual is signed off and the last-updated date above changes.

02Information officer

Requests go to one named person, not to a shared inbox. Where deputies are appointed, they are named alongside and can receive a request in the same way.

03Definitions used in this manual

Defined terms carry their meaning from the Act. They are restated here so the manual reads on its own, and so the Privacy Policy and this document cannot drift apart.

the Act

[ full citation and commencement date to supply ]

the Company

[ registered name and registration number to supply ]

Information officer

The person named in section 02 above. Deputies, where appointed, are named with them.

Requester

Anyone asking for a record, whether for themselves or on behalf of another person.

Record

[ wording to supply ] — the working scope is recorded information held by the Company, in any form, whoever created it and whenever.

Personal information

[ wording to supply, aligned to the Privacy Policy ]

04How to request a record

The steps

1. Complete the prescribed request form. It is published as its own page — Request for access to record.
2. Send the completed form to the information officer at the address in section 02.
3. Pay the request fee where one is payable. Section 06 sets out what applies and where the amounts come from.
4. A written outcome follows within the period the Act allows — [ period to supply ].
5. The outcome, and any further fee that falls due with it, is recorded on Outcome of request and of fees payable.

What your request must include

• Enough detail to identify the record you want.
• The form of access you want — inspection, a copy, or a copy in a particular format.
• Your full name, postal address and contact details.
• Proof of identity, and proof of authority where you are asking on someone else's behalf.
• The right you are seeking to exercise, and why the record is required to exercise it.

05Records held and the grounds of access

Every category the Company holds is listed once, with what it covers and how it may be reached. A category that is freely available needs no request at all.

Structural placeholder — the real categories, statutes and grounds of access come from the client's legal input.

06Fees payable

Two fees can arise: one for making the request, and one for the work of finding, reproducing and preparing the record. Neither is set by the Company.

Fee amounts are set by regulation and change from time to time. The current schedule is [ fee schedule to supply ], restated in full on the outcome page so a requester is never left reconciling two versions.

Where a fee is payable before the Company begins work, the requester is told the amount in writing and the clock stops until it is paid.

07If access is refused

A refusal comes in writing, states the grounds relied on and sets out what the requester can do next. The grounds themselves come from the Act, not from this manual, and are reproduced in section [ cross-reference to supply ].

Internal appeal, a complaint to the Regulator and application to court are the routes available — [ time periods, forms and addresses to supply ]. The same wording appears on Outcome of request and of fees payable, which is the page a requester is sent to with the decision.

08Keeping this manual current

The manual is reviewed at least once a year, and again whenever the records held or the people named in it change. The date in the page title band is the only version marker — there is no separate change log to fall out of step with it.