Don’t let your confi dential information get into the wrong hands!

POPI Guide

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N OF PERSONAL INFORMATION ACT •✔POPI

PROTECTION OF PERSONAL INFORMATION

ACT

The Protection of Personal Information Act, No.4 of 2013

(POPI Act) will come into effect in 2018

Information Act, No.4 of 2013 (POPI Act) will come into effect in

www.rexelsa.co.za

S3 P4Cuts 1 A4 Page into 400 pieces

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S4 P5Cuts 1 uts 1 uts A4 Page iinto 200 2000 piecesso

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Micro Cut

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What is the POPI Act?

The Protection Of Personal Information Act (POPI), gazetted on the 26  November 2013, calls for businesses and organisations to take appropriate action with regards to the acquisition, storage and destruction of personal information. It requires that policies and practices are put in place to prevent the reconstruction of personal information documents in an intelligible form.

Why Rexel Autofeed shredding?

• PEOPLE FRIENDLYSpend 98% less time shredding. Simply stack, shut and walk away!* Chosing auto feed increases productivity.

• POCKET FRIENDLYLess time shredding saves time and money. Intelligent power save feature limits power usage.Offsite solutions can be expensive and an administrative load on already stretched employees.

• SECURITY FRIENDLYEliminates the “lost in transit” risk. Gives you onsite control over document destruction. Rest assured your sensitive info cannot be reconstructed once shredded.

• CHOICE FRIENDLYOffers a range of 11 Autofeed shredders that can shred from 60 to 750 sheets. Available in cross cut and micro cut.

Why Shred?

POPI Act legislation will have the effect of increasing market demand for shredding. Companies and individuals not already destroying unwanted confidential information will begin to do so. Those in the habit and discipline of shredding will have cause to consider more secure levels of destruction. In the EU for example the new GDPR has drives demand from predominantly straight cut shredding to predominantly cross cut shredding in the space of two to three years.

What does it mean for you?

• You will need higher levels of security than straight cut (P2) shredders provide.

• Rexel Auto+ Shredders are available in security levels P3, P4 and P5 and are therefore an ideal POPI shredding solution.

• Rexel Auto+ Shredders offer the latest innovative technology backed by reliable after sales service.

Did you know?

Identity theft is costing our economy close to R1billion per year. (Forensics 4 Africa). According to the POPI Act, businesses who do not dispose of client information could face fines of up to R10 million.

Max saving when using an Auto+ 600X compared to a traditional feed shredder in a similar price level. Independent test from Intertek Testing & Certification Ltd June 2012.

P3

P4

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N OF PERSONAL INFORMATION ACT •✔POPI

PROTECTION OF PERSONAL INFORMATION

ACT

Part of the requirement is to put plans in place for what should happen in the event of a breach. Whilst electronic data security has been top of mind for many organisations for many years, the security of paper based personal data is often neglected or overlooked.

Statistics indicate that around 40% data breaches will be paper based.

10 Key Points to prepare for POPI Act Compliance

1. Get approval for your POPI Act compliance project. Start to build up evidence that your organisation is serious

about compliance, with the appropriate level of executive support.

2. Formally appoint your Information Officer. Make sure you have a named individual who understands what needs

to be done and will drive your compliance activities.

3. Perform your risk assessments. Conduct a series of assessments which will uncover areas of your organisation where

non-compliance is a risk.

4. Address the risks identified. Put in place reasonable and appropriate, organisational and technical actions to address

the risks identified.

5. Issue privacy notices to your data subjects. Explain clearly and simply what you are going to do with personal

information you process.

6. Establish procedures to ensure ongoing compliance. Put in place appropriate steps to ensure your comply with the

POPI Act as “business as usual”.

7. Update or create and publish your PAIA manual. Remember the Promotion of Access to Information Act (PAIA) is

there to ensure data subjects have access to their information.

8. Be prepared to deal with the Information Regulator (South Africa). Register your Information Officer and keep up

to date with POPI Act developments.

9. Train stakeholders about their roles in POPI Act compliance. Identify training needs and make training available to

all your staff.

10. Communicate with internal and external stakeholders to let them know you are serious about compliance with

the POPI Act.

This Ten Point Guide has been supplied by IACT-Africa, specialists in POPI Act compliance. For more information about

how to prepare for compliance with the POPI Act please contact petert@iact-africa.com

*In recent research, one quarter of employees admit to not shredding confidential information whilst two thirds of respondents said that managing the risks associated with paper records was a top concern for them. Indeed, only 27% of companies surveyed reported policies for the safe security, storage and disposal of confidential personal information.

This puts organisations at risk of non-compliance and data subjects at risk of fraud and identity theft. How to avoid paperwork breaches

Introducing clear rules about the use of paper documents containing information about an identifiable person and their personal data - defining what is “personal” - and then the process for correct shredding of documents - based on the sensitivity of the data contained - is the first step towards compliance.

A clear and firm document shredding policy is required supported by robust POPI compliance process.

* In 2014 PWC report in conjuction with records management company Iron mountain, surveying European mid-market companies on their perception and management of information risk

Shredding data will support POPI compliance.

Shredders

Data shreddedData protected

POPI - Protection of Personal Information Act

www.rexelsa.co.za

All New PromaxShredders

Upgraded Market Leading Auto+

ShreddersMercury Jam

Free Shredders

The National Regulator of Compulsory Specification (NRCS)

requires that all electrical goods are cleared for importation by

the South African Bureau of Standards (SABS) or equivalent

accredited testing laboratory. Letters of Authority (LOA) issued by

the NRCS for Rexel and GBC electrical machines can be found on

www.rexelsa.co.za

Rexel Electrical Business Machines are NRCS Compliant

How to Choose a Shredder

CUT TYPE FEED TYPE NUMBER OF USERS

PRODUCTS

CROSS CUT P-3 u u

Personal/ Executive

1-2 users

u

Auto+ 60X, Auto+ 90X, Auto+ 130X

CROSS CUT P-3 u u REX1023, REX1323, RPX612 , Duo, REX823

CROSS CUT P-4 u u ProStyle+ 5, ProStyle+ 7, Alpha CC, ProStyle+ 12

MICRO CUT P-5 u u REM820

CROSS CUT P-4 u u

Small Office Up to 10 users

u

Auto+ 200X , Auto+ 300X

CROSS CUT P-4 u u RSX1035, RSX1538, RSX1834

MICRO CUT P-5 u u RSM1130

CROSS CUT P-4 u u

Departmental Up to 20 users

u

Auto+ 600X

CROSS CUT P-3 u u RDX1850, RDX2070

MICRO CUT P-5 u u Auto + 600M

CROSS CUT P-4 u u

Large Office 20+ users

u

Auto+ 750X

CROSS CUT P-4 u u RLX20

MICRO CUT P-5 u u RLM11

SUPER MICRO CUT P-6 u u RDSM770

CROSS CUT P-4 u u Wide Entry 20+ users

RLWX25, RLWX39

175L

175L

175L

175L

www.rexelsa.co.za

1Step

Select cut type

2Select

feed type

Step

3Number of users

Step

4Sheet

capacity

Step

5Bin size

Step

175L

Promax ShreddersShred for up to 3 times longer*

* Run time comparison RPX612 versus V35WS.

Advanced Cooling Technology

Built-in fans provide continuous cooling. Signifi cantly improving the run time of the motor, meaning you can shred for longer.

Modern design

New sleek design to fi t within the modern working environment.

P-4 Confi dence Security Level

Securely destroys your confi dential documents with P-4 cross cut (4x40mm) shredding. Supporting POPI compliance.

Personal to small offi ce use

Choose from a 22L personal shredders to a 23L executive shredder or a 35 - 38L

small offi ce models.

More shredding, less stopping

LONGERRUN TIME

ADVANCEDCOOLING

Product RSX1538 RSX1035 REX823 REX623 RPX612

On Pack Code 2100890SA 2100884SA 1758055SA 2101339SA 2101843SA

Rexel Code 300064P 300060P 300004P 300057P 300045P

No. Users 5-10 5-10 1-2 1-2 1

Shred capacity (80gsm) 15 10 8 6 6

Security level P-4 Cross Cut P-4 Cross Cut P-4 Cross Cut P-4 Cross Cut P-4 Cross Cut

Shred size (mm) 4x40 4x40 4x40 4x40 4x40

Bin capacity (Litres) 38 35 23 23 12

Run Time (Mins) 30 15 15 10 10

Staples/Paperclips/Credit Cards 3 3 3 3 3

CDs 3 - - - -

Dimensions (HxWxD mm) 630x410x310 560x345x245 466x345x230 466 x 345 x 230 338 x 302 x 183

Rexel Oil Sheets 300099 300099 300099 300099 300099

Shredding data will support POPI

compliance.

Automatically shred up to 750 sheets (80gsm) in one loadStack, Shut, Done

Easy, automatic maintenanceSelf oil function

Energy SavingWith Intelligent Power Save

Added security and peace of mind4-digit PIN lockable paper chamber

Spend less time clearing paper jamsAuto jam clearance function

Ultra Quiet OperationUnder 60db

Also shreds Staples, Paper Clipsand Credit Cards

Less time spent emptying the binLarge capacity waste bin

Maximise the performance of your shredderSelf cleaning function

Spend 98% less time shredding* Auto Feed Shredders

750X l 750M 600X l 600M 300X l 300M 200X 130X l 130M 90X 60X

* Max saving when using an Auto+ 600X compared to a traditional feed shredder in a similar price level. Independents test from Intertek Testing & Certification Ltd June 2012.

Production Description Auto+ 750M/750X Auto+ 600M/600X Auto+ 300M/300X Auto+ 200X Auto+ 130M/130X Auto+ 90X Auto+ 60X

Code 2104750/2103750 2104500A/2103500A 2104300/2103250 2103175 2104100A/2102559 2103080A 2103060

No. of Users Larger offi ce 20+ Departmental 10-20 Small Offi ce 5-10 Execuive 1-2 Personal 1

Shred capacity 80gsm (70gsm) 750 (825) 600 (660) 300 (330) 200 (220) 130 (140) 90 (100) 60 (65)

Cross Cut P-4 301435 P-4 301432 P4 301420 P-4 301415 P-4 301413 P-3 301412 P3 301400

Micro Cut P-5 301446 P-5 301445 P5 301442 - P5 301441 - -

Security Level P-5/P-4 P-5/P-4 P-5/P-4 P-4 P-5/P-4 P-3 P-3

Shred Size 2x15mm/4x40mm 2x15mm/4x40mm 2x15mm/4x40mm 4x40mm 2x15mm/4x40mm 4x45mm 4x45mm

Bin Capacity (Litres) 115L 80L 40L 32L 26L 20L 15L

Manual Feed Slot 12/10 10/9 8 7 6 6 5

Lockable Chamber 3 3 3 - - - -

Jam Free Technology 3 3 3 3 - - -

Self Oil/Continuous operation 3 3 - - - - -

Intelligent Powersave 3 3 3 3 3 3 -

CDs 3 3 3 3 - - -

WxDxH (mm) 520 x 510 x 940 520 x 510 x 810 350 x 490 x 650 260 x 490 x 560 312 x 448 x 430 295 x 430 x 395 295 x 430 x 350

Rexel Oil 300105/6 (bottle) 300105/6 (bottle) 300099 (sheets) 300099 (sheets) 300099 (sheets) 300099 (sheets) 300099 (sheets)

Waste Sacks 300135 300135 300120 300132 300091 300093 300093

Shredding data will support POPI

compliance.

* Max saving when using an Auto+ 600X compared to a traditional feed shredder in a similar price level. Independents test from Intertek Testing & Certification Ltd June 2012.

Product Description RLM11 RLX20 RDX1850 RSX1834 REX1323

Product Code 2102449 2101446 2102421 2105018 2105013

Codes 301041 301036 301060 301086 301026

No. Users 20+ 20+ 10-20 5-10 1-2Shred capacity 80gsm 11 20 18 18 13Security Level P-5 P-4 P-3 P-4 P-4Shred Size 1.9x15mm 4x40mm 4x45mm 4x40mm 4x40mmBin Capacity (Litres) 115 115 50 34 23CDs/Credit cards/staples/paper clips 3 3 3 3 3

Continuous operation 3 3 3 - -Self Oil 3 3 3 - -WxDxH (mm) 540 x 540 x 890 540 x 540 x 890 634 x 480 x 367 398 x 320 x 610 270 x 471 x 413

Rexel Oil 300105/6 (Bottle) 300105/6 (Bottle) 300105/6 (Bottle) 300099 (Sheets) 300099 (Sheets)Waste Sacks 300092 300092 300092 300094 300122

Mercury™ ShreddersJam Free. Hassle Free. Mess Free

Large O� ce Departmental Small O� ce Executive

Shred more sheets in on goEnhanced sheet capacity

Maximise the performance of your shredderSelf cleaning function*

Spend less time clearing paper jamswith Mercury Jam Free constantly

sensing technology

Energy Savingwith Intelligent Power Save chamber

Models to suit all requirementChoose from a 23L executive shredder

up to 115L large offi ce shredder and everything in between

Less time spent emptying the binLarge capacity waste bin

Easy, automatic maintenanceSelf oil function*

Red light indicates too much paperGreen light indicates that there

is no risk of jamming

Shredding data will support POPI

compliance.