Phau Ntawv Qhia

TITLE:
PAIA and POPIA Manual
DOC No:
DMSA-PAIA/POPIA-01
REV:
00
Page 6 of 16
8. Subjects and Categories of Records held by Digital Matter
Digital Matter holds the following categories of records on the subject matters referred to and in respect
of each company, where applicable, within the DM Group:
8.1 Statutory Company Information
8.1.1 Certificate of Incorporation;
8.1.2 Certificate of Change of Name (if any);
8.1.3 Memorandum of Incorporation;
8.1.4 Certificate to Commence Business;
8.1.5 Minute Book containing minutes of Shareholder and Board Meetings;
8.1.6 Resolutions passed by Shareholders and the Board of Directors;
8.1.7 Register of Director’s shareholdings;
8.1.8 Register of Directors and Prescribed Officers;
8.1.9 Director’s Attendance Register of meetings;
8.1.10 Annual Returns,
8.1.11 Annual Financial Statements including:
8.1.11.1 Annual Accounts;
8.1.11.2 Director’s Reports,
8.1.11.3 Auditors’ Report.
8.2 Accounting Records
8.2.1 Books of Accounts including journals and ledgers;
8.2.2 Delivery notes, orders, invoices, statements, receipts, vouchers;
8.2.3 Financial and management accounts;
8.2.4 Treasury and cash management;
8.2.5 Accounting records;
8.2.6 Consolidation records;
8.2.7 General correspondence;
8.2.8 Internal reports and communications;
8.2.9 Investment records;
8.2.10 Management reports;
8.2.11 PAYE records;
8.2.12 Tax records;
8.2.13 Transactional records;
8.2.14 Treasury dealing and settlement records;
8.2.15 VAT records;
8.2.16 Administration records;
8.2.17 Financial reports;
8.2.18 Internal reports and communications;
8.2.19 Statutory records,
8.2.20 List of subsidiary companies, associates, and joint ventures.
8.3 Statutory Employee Records
8.3.1 Employee’s personal information: names, addresses, identity numbers; passport numbers, tax
numbers & banking details;
8.3.2 Employee’s remuneration;
8.3.3 Employee’s occupation;
8.3.4 Employee’s leave records;
8.3.5 Salary and wages register and payroll records;
8.3.6 PAYE Tax records and IRP 5’s;
8.3.7 Employment Equity Plan;
8.3.8 Skills Development Plan and levies;
8.3.9 Employee benefit Records;
8.3.10 Employment Equity returns to the Department of Labour;