How to Create a PAIA Manual - Step-by-Step Guide

Every private body in South Africa must create a PAIA manual under Section 51 of the Promotion of Access to Information Act. This guide walks you through each step of the process so you know exactly what to expect, what information to gather, and how to produce a fully compliant manual in about 15 minutes.

Why You Need to Create a PAIA Manual

South African law requires every company, close corporation, sole proprietor, trust, and NGO to create a PAIA manual and keep it up to date. Since 30 June 2021, your manual must also include disclosures under the Protection of Personal Information Act (POPIA). Non-compliance can result in fines or imprisonment of up to two years.

Traditionally, businesses hired attorneys to create a PAIA manual at a cost of R20,000 or more. Our online system delivers the same professional result for R399, and the process is straightforward. Here is exactly how it works.

What You Need Before You Start

Before you create a PAIA manual, gather the following information about your business. Having these details ready will make the process faster:

• Company registration number and registered name
• Physical and postal addresses of your business
• Contact details - telephone, email, and website
• Information Officer details - usually a director or owner
• VAT number (if registered)
• A general idea of what records your business holds (HR, financial, client, etc.)

Step 1: Register Your Account

The first step to create a PAIA manual is to register a free account on our platform. You only need your name, email address, and a password. Registration takes less than a minute and gives you access to the guided manual creation process.

Step 2: Enter Your Business Details

Once logged in, our system walks you through a structured form to capture your business information. You will enter your company name, registration number, physical and postal addresses, telephone numbers, email addresses, and Information Officer details. Each field includes guidance notes so you know exactly what is required.

This is the most important step when you create a PAIA manual because these details form the core of your legal document. Our attorney-designed system ensures that every required section is covered.

Step 3: Select Your Record Categories

Next, you describe what types of records your business holds. The system presents common categories such as human resources records, financial records, client information, supplier details, and operational records. You simply select the categories that apply to your business.

This step is essential because the Promotion of Access to Information Act requires your manual to describe the records available for request. Our guided selection process makes this easy, even if you have no legal background.

Step 4: Review and Pay

After completing your business details and record categories, review your information for accuracy. You can edit any section before finalising. When you are satisfied, proceed to payment. The cost to create a PAIA manual through our system is R399 - a fraction of the R20,000+ that law firms typically charge.

Payment is processed securely through PayFast, South Africa's trusted payment gateway. We accept credit cards, debit cards, instant EFT, and other popular payment methods.

Step 5: Download Your PAIA Manual

Once payment is confirmed, your PAIA manual is generated instantly. You can download it immediately as a professional PDF document. The manual is ready to upload to your website, display at your premises, email to stakeholders, or submit to the Information Regulator - all as required by law.

What's Included in Your PAIA Manual

When you create a PAIA manual with our system, the resulting document includes every section required by Section 51 of the Act:

• Contact details of the head of the private body and Information Officer
• Guide compiled by the Regulator - reference to the Section 10 guide
• Records held by the body - categorised descriptions of all records
• Request procedures - how the public can request access to information
• Prescribed fees - the fees payable for access requests
• POPIA disclosures - purpose of processing, categories of data subjects, recipients of personal information, cross-border transfers, and security measures
• Availability of the manual - where and how the manual can be accessed

Keep Your PAIA Manual Up to Date

The law requires that your PAIA manual reflects your current business information. If your company moves offices, changes directors, or updates its record-keeping practices, you must update your manual accordingly.

With our system, updates are free for life. Simply log in, make your changes, and download a fresh copy. Unlike law firms that charge for every amendment, we include unlimited updates at no additional cost. This is one of the biggest advantages of choosing to create a PAIA manual through Access to Info.

Frequently Asked Questions