MANUAL FOR IZIKO MUSEUMS OF CAPE TOWN - Mweb

MANUAL FOR IZIKO MUSEUMS OF CAPE TOWN
In terms of section 14 of the Promotion of Access to Information Act, 2000
(Act No. 2 of 2000)
TABLE OF CONTENTS
1. Functions of Iziko Museums of Cape Town (Iziko)
2. Structure of Iziko
3. Contact details of Deputy Information Officers
4. Guide of South African Human Rights Commission on
how to use the Act
5. Access to Records
5.1 Description of the subjects on which Iziko holds records
and categories of records held on each subject
5.2 Voluntary Disclosure and Records automatically available
5.3 Request procedure
6. Services available to the public and how to access them
7. Arrangement allowing public involvement in the formulation
of policy and performance of duties
8. Remedies available in respect of acts or failures to act
9. Updating of the manual
10. Availability of the manual

1. FUNCTIONS OF IZIKO MUSEUMS OF CAPE TOWN (Iziko)
Iziko is a declared public institution established as a “flagship” in terms of the
Cultural Institutions Act, 1998 (Act 119 of 1998). The museum manages and
promotes a number of heritage collections, historical buildings and sites, under
the authority of the national Department of Arts and Culture.
Mandate of Iziko
The main mandate of Iziko, in terms of the Cultural Institutions Act, is to:
• hold, preserve and safeguard all movable and immovable property of whatever
kind placed in the care of or loaned or belonging to the declared institution
concerned, and to
• receive, hold, preserve and safeguard all specimens, collections or other
movable property placed under its care and management under section 10(1) of
the Act.
Key Performance Areas
The work of Iziko is structured around the following six key strategic goals:
• Drive the transformation process according to national guidelines;
• Achieve service excellence through management and development of human
resources;
• Build, care for and interpret the collections of Iziko;
• Improve and broaden accessibility to Iziko museums;
• Unlock the educational potential of Iziko and promote and innovatively
showcase our arts, culture and natural history; and,
• Ensure financial viability for Iziko.
2. STRUCTURE OF IZIKO
Background
Iziko was established as the Southern Flagship Institution. It is a corporate
structure managing heritage collections and sites encompassing:
• South African Museum
• South African National Gallery
• Iziko Maritime Centre
• Slave Lodge Museum
• William Fehr Collection (at the Castle of Good Hope)
• Michaelis Collection (The Old Town House)
• Rust en Vreugd Museum
• Bertram House Museum
• Koopmans-De Wet House Museum
• Groot Constantia Museum
• Planetarium
• Bo-Kaap Museum
• SAS Somerset (a museum ship at the V & A Waterfront)
Iziko is governed by a Council, appointed by the Minister of Arts and Culture.

Members of Council
Dr E Links
Prof R du Pré
Mr M Ledimo
Ms S Proselendis
Adv D Mitchell
Dr C Rassool
Ms P Madiba
Dr S Jeppie
Mr R Nayager
Prof H Bredekamp (CEO, ex officio)
Members of Audit Committee
Adv. Dave Mitchell (chair), Prof. Ravi Nayager and Prof. Roy du Pré
MANAGEMENT SYSTEM
Executive Management Committee
The Executive Management Committee (Exco) consists of the Chief Executive
Officer, the Executive Director (Core Functions) and the Executive Director
(Operations), with the Chief Financial Officer and the Director of Institutional
Advancement playing supporting roles.
Senior Management Team
Iziko has three operational units, namely the Core Functions business unit, the
Operations business unit, and the Department of Institutional Advancement in the
office of the CEO.
The Core Functions unit includes the Natural History Collections, Social History
Collections, Art Collections, Education & Public Programmes, and Exhibitions
Departments.
The Operations unit includes the departments of Finance & Administration,
Customer Services Management, Facilities Management and Human Resources.
The heads of these departments - along with the Chief Financial Officer, the
Director of Institutional Advancement and the members of the Executive
Management Committee - constitute the Senior Management Team of Iziko,
under the management of the CEO.
3. CONTACT DETAILS OF INFORMATION OFFICER AND DEPUTIES
The Information Officer is the Chief Executive Officer of Iziko who has delegated
this function to the Executive Director (Operations) and Executive Director (Core
Functions) in their capacity as Deputy Information Officers.
Contact information:
Postal address: PO Box 61, CAPE TOWN, 8000
Street address: 25 Queen Victoria Street, Cape Town
Telephone: 021 481 3800

Fax: 021 481 3993
Email: info@iziko.org.za
Website: www.iziko.org.za
4. GUIDE OF SOUTH AFRICAN HUMAN RIGHTS COMMISSION ON HOW TO
USE THE ACT
The guide on how to use the Promotion of Access to Information Act, 2000, is
available from the South African Human Rights Commission at its offices (Postal
address: The South African Human Rights Commission, Private Bag 2700,
Houghton, 2041)and on its website (www.sahrc.org.za), and also at all legal
depositories.
5. ACCESS TO RECORDS
5.1 DESCRIPTION OF THE SUBJECTS ON WHICH IZIKO HOLDS
RECORDS AND CATEGORIES OF RECORDS HELD ON EACH
SUBJECT
For purposes of facilitating a request in terms of the Act, a description of the
subjects on which Iziko holds records and the categories of records held on
each subject are as follows:
5.1.1 ADMINISTRATION
Corporate Services:
Minutes of all Council and management meetings.
Annual Report of the PSC
Strategic Plans
Financial statements.
Human Resources: - Personnel policies
Financial Management: - Budgets
Procurement: - Procurement policy
-Tender documents received from the suppliers, after the tender
has been awarded
- Contracts with suppliers.
Departmental Asset Registers
Employment Equity Plan
Core Values booklet
Internal newsletters
Promotional brochures, posters, flyers
5.1.2 COLLECTIONS
Collections Policies (Art, Social History and Natural History), including
Acquisitions, Loans and Conservation policies
Policy on Human Remains in Iziko Collections
Policy on Associates
Accessions registers and databases
Collections procedure Manuals
Databases of collections holdings

Catalogues of exhibitions
Library holdings (Art, Social History and Natural History)
5.1.3 MONITORING AND EVALUATION
Service delivery and quality assurance matters relating to:
Internal Audit Function:
• Internal Audit Charter (as specified in the PFMA, National Treasury
Regulations and approved by the Audit Committee of Council)
• IA Reports: Independent, Objective assurance (evaluation and
assessment) of the organization’s system of internal control
• Monitoring: Governance, Risk and Compliance
• Consulting service to Management, geared to add value to the
organization’s operations.
Quarterly Reports to the Audit Committee
Minutes of the Audit Committee
Audit Committee Charter
Risk Management Plan
Disaster Management Plan
5.2 VOLUNTARY DISCLOSURE AND RECORDS AUTOMATICALLY
AVAILABLE WITHOUT RECOURSE TO PAIA
Records
Available at:
Iziko annual reports for 2002/2003, 2003/2004, Iziko website
2004/2005, 2005/2006 and 2006/2007
Legal depositories
Details of public programmes and activities Iziko website
free brochures at all our
museum sites
Information about education services, opening Iziko website
hours, fees, venue hire, shops and restaurants free brochures at all our
museum sites
General information on our sites and collections Iziko website
5.3 REQUEST PROCEDURE
5.3.1 When is a request granted or refused:
A requester must be given access to a record of a public body if the requester
complies with the following -
• the requester complies with all the procedural requirements in the Act relating
to the request for access to that record; and
• access to that record is not refused on any ground of refusal mentioned in the
Act.
5.3.2 How does one request access to a record:
• A requester must use the form (Form A) that was published in Government
Gazette (Government Notice R187 of 15 February 2002).
• The requester must also indicate if the requester wants a copy of the record or
if the requester wants to come in and look at the record at the offices of

Iziko. Alternatively, if the record is not a paper document, it can then be viewed in
the requested form, where possible.
• If a person asks for access in a particular form (e.g. a paper copy, electronic
copy, and so forth) then the requester should get access in that form, unless
doing so would interfere unreasonably with the running of Iziko, or damage the
record, or infringe a copyright not owned by the state, or affect individual or
community liberties [cf sensitive collections], or for natural history specimens put
at risk the conservation status of the species concerned. If for practical reasons
access cannot be given in the required form but in another form, then the fee
must be calculated according to the way that the requester first asked for it.
• If, in addition to a written reply to their request for the record, the requester
wants to be told about the decision in any other way, e.g. telephone, this must
be indicated.
• If a requester is asking for the information on behalf of somebody else, the
capacity in which the request is being made must be indicated.
• If a requester is unable to read or write, or has a disability, then the request for
the record can be made orally. The information officer must then fill in the form
on behalf of such a requester and give them a copy of the completed form.
5.3.3 Fees payable
There are two types of fees required to be paid in terms of the Act, namely; the
request fee and the access fee (for notification of the decision regarding granting
of access).
• A requester who seeks access to a record containing personal information
about that requester is not required to pay the request fee. Every other
requester must pay the request fee of R35 (payable to public bodies).
• The information officer must notify the requester (other than a personal
requester) by notice, requiring the requester to pay the prescribed request fee
(if any) and deposit (if any) before further processing the request.
• The requester may lodge an internal appeal, where appropriate, or an
application to the court against the tender or payment of the request fee.
• After the information officer has made a decision on the request, the requester
must be notified of such a decision in the way in which the requester wanted to
be notified in.
• If the request is granted then a further access fee must be paid for the
reproduction and for search and preparation for any time required in excess of
stipulated hours to search and prepare the record for disclosure.
• Access to a record will be withheld until the requester has paid all the applicable
fees.
6. SERVICES AVAILABLE TO THE PUBLIC AND HOW TO ACCESS THEM
6.1 Services
Public education services
6.2 How to gain access to services

Public education services are accessible at our museum sites. Fees and opening
hours are displayed on site, in brochures and on our website.
7. ARRANGEMENT ALLOWING FOR PUBLIC INVOLVEMENT IN THE
FORMULATION OF POLICY AND PERFORMANCE OF DUTIES
Informing Policy and Programmes:
• visitor satisfaction surveys, to assess the effectiveness of service delivery
from the perspective of the visitors who are the users of the particular service;
• Friends organisations;
• Stakeholder meetings for exhibition development.
8. REMEDIES AVAILABLE IN RESPECT OF ACTS OR FAILURES TO ACT
The following procedures exist for persons to report or remedy alleged irregular,
improper or unlawful official acts or omissions by Iziko or any of its
employees.
8.1 Procedures for reporting or remedying:
8.1.1 Remedies in respect of acts or failures to act in terms of the Promotion of
Access to Information Act: The internal appeal authority for purposes of this
Act is the Chairperson of the Iziko Council (sections 74 –77). After exhausting the
internal appeal remedy, an application may be lodged with a court (sections 78 –
82).
8.1.2 A person may use labour remedies regarding official acts or omissions of a
labour nature, namely disputes of rights (the Public Service Act, 1994, and
Labour Relations Act, 1995);
8.1.3 A person may lodge a complaint with a labour inspector concerning any
alleged contravention of the Basic Conditions of Employment Act, 1997 (Act
No. 75 of 1997 - section 78(1)(a)), or the Employment Equity Act, 1998 (Act
No. 55 of 1998 - section 34(e)).
8.1.4 A person may lodge a complaint with the Public Protector concerning a
suspected unlawful or improper official act or omission (the Constitution and
the Public Protector Act, 1994 (Act No. 23 of 1994)).
8.1.5 A person may lodge a complaint with the South African Human Rights
Commission concerning an official act or omission that is suspected to
constitute a violation of or threat to any fundamental right (Human Rights
Commission Act, 1994 (Act No. 54 of 1994)).
8.1.6 In order to be protected from reprisals because of a disclosure regarding
unlawful or irregular conduct by an employer or a fellow employee, the
person in question may follow the disclosure procedures in the Protected
Disclosures Act, 2000 (Act No. 26 of 2000).
8.1.7 The use of other legal remedies such as the institution of proceedings for
the judicial review of an administrative action in terms of the Promotion of
Administrative Justice Act, 2000 (Act No. 3 of 2000).
8.2 Other supportive remedies:
8.2.1 A person may request reasons for an administrative action in terms of the

Promotion of Administrative Justice Act, 2000 (section 5).
8.2.2 A person may request access to records of a government department or
other public body in terms of the Promotion of Access to Information Act,
2000 (section 11).
8.3 Duty to report:
8.3.1 An Iziko employee, in the course of his or her official duties, is
obliged to report to the appropriate authorities, fraud, corruption, nepotism,
maladministration and any other act which constitutes an offence or which is
prejudicial to the public interest.
8.3.2 The responsibility of every employer and employee to disclose criminal and
any other irregular conduct in the workplace also underpins the Protected
Disclosures Act, 2000 (Preamble).
9. UPDATING OF THE MANUAL
Iziko will, when necessary, update and publish its manual referred to in
subsection (1) of section 14, at intervals of not more than a year.
10. AVAILABILITY OF THE MANUAL
This manual will in terms of Regulation 187 of the Act, be made available in at
least three of the official languages in the following manner:
• published in the Government Gazette.
• submitted to the South African Human Rights Commission
• placed at every office of Iziko;
• posted onto the Iziko website, www.iziko.org.za and
• posted onto the Iziko intranet.