PAIA

MANUAL IN TERMS OF SECTION 51 OF THE PROMOTION OF ACCESS TO INFORMATION ACT (ACT NO. 2 OF 2000) (PAIA)

For the

EASTERN CAPE DEPARTMENT OF AGRICULTURE (ECDOA)
(Formerly Department of Rural Development and Agrarian Reform – DRDAR)

Last Updated: 25 October 2025

1. Introduction

This Manual is published in accordance with Section 51 of the Promotion of Access to Information Act (PAIA), Act No. 2 of 2000. The Act gives effect to the constitutional right of access to any information held by the State and any information that is held by another person that is required for the exercise or protection of any rights.

This Manual is intended to assist potential requesters in obtaining information about the Eastern Cape Department of Agriculture (ECDOA) and the procedures to be followed when requesting access to information from the Department.

2. Contact Details of the Information Officer

The Information Officer for the Eastern Cape Provincial Government is the Director-General (Premier). The Deputy Information Officers for the various departments are designated to manage information requests.

For all PAIA requests and enquiries related to the ECDOA, please contact:

Deputy Information Officer
Eastern Cape Department of Agriculture (ECDOA)
Private Bag X0040
Bhisho, 5605
Republic of South Africa

Physical Address:
Eastern Cape Department of Agriculture (ECDOA)
Office No. 1, 2nd Floor
Gift of the Givers Building
Independence Avenue
Bhisho, 5605

Tel: 0800 203 025
Email: customercare@ecagriculture.gov.za

3. Guide on How to Use PAIA

The South African Human Rights Commission (SAHRC) has compiled a guide containing information to assist persons in exercising their rights under PAIA. This guide is available for inspection, inter alia, on the SAHRC’s website at https://www.sahrc.org.za.

For any enquiries, please contact the SAHRC:
The South African Human Rights Commission
PAIA Unit
Telephone: +27 11 877 3600
Email: paia@sahrc.org.za

4. Records Available in Terms of Other Legislation

The ECDOA holds records in accordance with various pieces of legislation. Below is a non-exhaustive list of legislation that mandates the Department to hold certain records:

  • Promotion of Access to Information Act (PAIA), No. 2 of 2000
  • Protection of Personal Information Act (POPIA), No. 4 of 2013
  • Public Finance Management Act (PFMA), No. 1 of 1999
  • Eastern Cape Rural Development and Agrarian Reform Act, (Provincial Act No. 4 of 2019)
  • Conservation of Agricultural Resources Act (CARA), No. 43 of 1983
  • Subdivision of Agricultural Land Act, No. 70 of 1970
  • Fertilizers, Farm Feeds, Agricultural Remedies and Stock Remedies Act, No. 36 of 1947
  • Meat Safety Act, No. 40 of 2000
  • National Veld and Forest Fire Act, No. 101 of 1998
  • National Environmental Management: Biodiversity Act, No. 10 of 2004
  • Employment Equity Act, No. 55 of 1998
  • Skills Development Act, No. 97 of 1998

5. Categories of Records Held by the ECDOA

The ECDOA holds a wide array of records pertaining to its functions and mandates. These records may be available without a formal PAIA request, depending on their nature. The following is a general categorisation:

5.1. Internal Records

  • Strategic Plans, Annual Performance Plans, and Operational Plans
  • Annual Reports and Financial Statements
  • Departmental Policies, Procedures, and Guidelines
  • Internal Circulars and Minutes of Management Meetings
  • Human Resource Records (subject to section 6)
  • Procurement and Supply Chain Management Policies and Records
  • IT Policies and System Manuals

5.2. Subject-Specific Records (Programmes)

  • Farmer Support and Development:
    • Applications for and records of grants, subsidies, and disaster relief.
    • Lists of beneficiary farmers and projects.
    • Mentorship and training program records.
  • Veterinary Services:
    • Animal disease outbreak reports and control programs.
    • Permits for the movement of animals.
    • Laboratory services records.
    • Meat inspection and abattoir registration records.
  • Agricultural Production, Economics and Bio-Security:
    • Research and development project reports.
    • Statistics on crop and livestock production.
    • Import and export permits for agricultural products.
    • Registration certificates for fertilizers, feeds, and remedies.
  • Rural Development:
    • Land care and development project records.
    • Community works program records.
  • Financial Records:
    • Budgets and expenditure reports.
    • Invoices and payment records.
    • Asset register.

6. Information that is Automatically Available

Certain categories of information are made available proactively by the Department, including:

  • Annual Performance Plans
  • Strategic Plans
  • Annual Reports
  • Budget Documents
  • Speeches and Media Statements
  • Frequently Requested Information on the website (ecagriculture.gov.za)

A requester should first ascertain if the information they seek is already publicly available before submitting a formal request.

7. Formal Request Procedure for Access to Information

7.1. Form of Request

  • The requester must complete the prescribed Form C (Request for Access to Record of Public Body) as contained in the PAIA regulations.
  • The request must be made to the Deputy Information Officer at the contact details provided in Section 2 of this Manual.
  • The request must provide sufficient detail to enable the Department to identify the record(s) and the requester.
  • The requester must indicate which form of access is required (e.g., copy, inspection).
  • The requester must specify the right they wish to exercise or protect and explain why the requested record is required for the exercise or protection of that right.
  • If the requester is acting on behalf of another person, proof of capacity must be submitted.

7.2. Prescribed Fees

  • A non-refundable request fee of R35.00 is payable upon submission of the request (if the request is for personal information of the requester, the fee may be waived).
  • The Deputy Information Officer will require the requester to pay a deposit (not more than one-third of the access fee) if the search, preparation, and reproduction of the record will exceed one hour.
  • The Department will, upon processing the request, notify the requester of the access fee payable (if any) for the reproduction and preparation of the record. A fee schedule is available in the PAIA regulations.

8. Grounds for Refusal of Access

The Department may, in accordance with Chapter 4 of PAIA, refuse a request for access to a record if it contains, for example:

  • Personal information about a third party (natural or juristic person) without their consent.
  • Commercially confidential information of a third party.
  • Information supplied in confidence by a third party.
  • Information which could endanger the life or physical safety of an individual.
  • Information which is subject to legal privilege.
  • Information which would prejudice the law enforcement and legal proceedings of the Department.
  • Information which is privileged from production in legal proceedings.

The Department will, in a notice of refusal, state the reasons for the refusal and inform the requester of their right to appeal the decision.

9. Remedies Available if Request is Refused

A requester who is dissatisfied with the Department’s decision regarding their PAIA request has the right to lodge an internal appeal and/or an external appeal with the relevant authority.

  • Internal Appeal: The requester may, within 30 days of notification of the decision, submit an internal appeal to the Information Officer of the Eastern Cape Provincial Government.
  • External Appeal: The requester may, within 180 days of notification of the decision, submit an application to a competent court for relief.
  • Complaint to the Information Regulator: A requester may also lodge a complaint with the Information Regulator regarding an interference with the protection of personal information.

Contact Details for the Information Regulator:
Website: https://inforegulator.org.za/
Email: complaints.IR@inforegulator.org.za
Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001.