Records & POPIA
PAIA Manual Publication
PAIA requires a current, published information manual describing the records you hold — a missing or stale manual is an easy finding.
Why the PAIA manual is a standing legal obligation
The Promotion of Access to Information Act requires every public and many private bodies to compile and keep current a Section 14 (public bodies) or Section 51 (private bodies) information manual describing the records they hold and how to request access. It is a visible, easily verified obligation: a missing or outdated manual is a straightforward finding, and the Information Regulator now enforces it directly. AuditPro Core tracks the manual's existence, currency and publication so the deputy information officer can evidence compliance and avoid the reputational and enforcement consequences of a stale or absent manual.
The Numbers
AuditPro Core renders this view from your tenant's live, tamper-evident records. The figures below are illustrative sample data.
Entities in scope
52
Current manual
39
of 52
Never published
6
Submitted to Regulator
44
PAIA manual status by sphere
Entities with manual gaps
| Entity | Last update | Status |
|---|---|---|
| Dr Kenneth Kaunda DM | 2019 | Outdated |
| Limpopo Treasury | Never | Missing |
| SABC | 2021 | Outdated |
Figures shown are illustrative sample data for demonstration. AuditPro Core renders these views from your own tenant's live, tamper-evident records.
What the manual must contain
It must describe the body's structure, the records held by subject and category, how to request access and the relevant contact officials. A manual that omits actual record categories does not satisfy the Act.
Currency, not just existence
The manual must be kept up to date as the body's records and structure change. An old manual on the website can be as non-compliant as no manual at all.
Publication and accessibility
The manual must be made available — typically published on the website and lodged as required — so requesters can actually find it. A manual in a drawer is not published.
Link to the deputy information officer
PAIA compliance sits with designated information officers. Naming the responsible official and keeping their details current in the manual is part of the obligation.
How AuditPro Core Bridges the Gap
- Manual status tracking: existence, last-updated date and publication status are monitored against the PAIA requirement.
- Currency alerts: a manual past its review horizon is flagged before it becomes a finding.
- Content checklist: the manual is checked against the Section 14/51 content requirements, not merely that a file exists.
- Audit-ready evidence: the compliance position and publication record export for internal audit or Regulator enquiry.
Key Takeaways
- The manual must list actual record categories, not just describe the body.
- An out-of-date published manual is as non-compliant as none at all.
- Publication and accessibility are part of the obligation — not optional.
- Keep the responsible information officer's details current within the manual.
See This on Your Own Data
AuditPro Core renders this dashboard from your tenant's live, tamper-evident records — every figure traceable to source.