On 6 October 2023, the Information Regulator published a notice in terms of section 83(3)(d) of the Promotion of Access to Information Act, 2000 (Notice). In terms of the Notice, both public and private bodies’ information officers are requested to upload the prescribed new forms onto the body’s website, if any.

Form 2 and 3 relate to both private and public bodies, while Form 3 applies to public bodies only.

Form 2 deals with a requester’s request for access to a record in terms of Regulation 7, and the new Form contains three changes as compared to the old version of the Form. In this regard, the changes are as follows:

• Requesters can now request in the Form a copy of a record that has been stored on a cloud server;
• The manners of access to information contained in the Form have been expanded upon to include access by means of cloud share or file transfer to the requester; and
• The Form provides for a requester to specify how they would like to be informed whether their request has been approved or denied. The option to select postage to the requester’s street address has been deleted and replaced with the option for the requester to be informed by means of electronic communication.

Form 3 is a form which deals with the outcome of the requester’s request and the fees payable in respect thereof.

Form 4 is an internal appeal form for public bodies only, whereby a requester or a third party acting on a requester’s behalf may lodge an internal appeal against a decision regarding the requester’s request for access to information.

Form 2 and Form 3 can be downloaded here for your convenience. It is recommended that you upload these forms on your website and update your PAIA Manual to include these forms.