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					GOVERNMENT PRINTING
      WORKS
  ROLE OF GOVERNMENT PRINTING
     WORKS IN LEGAL DEPOSIT

          BY: MONTJANE MZ
           DATE: 27/05/2008
       1. INTRODUCCTION
• 1.1. Developmental stages of Government
  Printing Works ever since the 18th
  centuary:
  i. Before the Union of South Africa;
  ii. During the Union of South Africa; and
  iii. The Republic of South Africa;
  iv. The tri-cameral Government; and
  v. The current democratic South Africa.
  2. HISTORICAL BACKGROUND

2.1. Government Gazette in 1910

i. The Government Gazette has appeared since 1910 when
     the Union of South Africa was established.
ii. It was published weekly by the Government Printer as
     the ordinary Government Gazette and regulations
     gazette.
iii. They had the same basic numbering system (i.e. each
     issue being identified by volume number, an issue
     number, and a date (e.g. Vol. 250, No. 10967, 09
     October 1987).
iv. Regulations Gazette contained regulations
   which were subsidiary legislations relating to
   existing Statutes.
v. Regulations were made by Ministers, whereas
   Statutes were made by Parliament.
vi. The Government Gazette contained a wide
   variety of Government announcements
   concerning the activities of the Government and
   the departments, as well as legal notices from
   non-governmental sources.
2.2. Impact of new Democracy, 1994

i. Emergence of Government of National Unity emphasized
    the transformation of publishing in the Republic,
    particularly on factors such as:
   – The majority of the population especially rural and illiterate
     community being inaccessible to the most indispensable official
     information which affects their lives;
   – Abolishment of the former Independent States and Self-
     Governing Territories prompted the creation of the present 9
     provinces. This led to the need for reconsidering the then Official
     Publication Depositories created in the previous dispensation.
– Emphasis on the intersectoral collaraboration
  in the adoption of the Reconstruction and
  development Programme. This included all
  sectors like Department of Arts and Culture
  for making the information available to the
  public, Department of Home Affairs (through
  Government Printing Works) for printing
  information that should be made available to
  the public, Department of Education for
  implementation of adult basic calculation
  programme to improve the literacy level.
ii. Dissemination of information to the
    grassroot communities in a form of
    broachers, booklets, etc.
iii. Web to facilitate the dissemination of
    information such as through the electronic
    media that can be fed into the internet
    system.
     3. THE ROLE PLAYED BY THE
    GOVERNMENT PRINTING WORKS

3.1.The discussion will be restricted to the
  following roles:
  – How official publishing persisted in accessing
    official information to the public at large.
  – Co-ordination of official publishing amongst
    the official publishers;
  – The procedure in official depositing.
3.2. Just before 1994 Government Printing
  Works (GPW) was established as a
  central National Printing Works
  responsible for publishing of official
  publications and supplying of printing
  matter and stationery requirements to
  Central Government and four provincial
  Administrations in terms of Treasury
  Instruction IT.14.5.
3.3. Former Independent States and Self-
  Governing Territories had their own Tender
  Boards which formulated their own policies
  pertaining to printing and publishing.
3.4. Official Publications Depositories (OPD’s): We
  had the following five OPD’s:
  –   The Bloemfontein Public Library;
  –   The Natal Society Library;
  –   The South African Library;
  –   The State Library; and
– The Library of Parliament.

NB. OPD’s were established as an integral part
 of the existing legal Deposit Libraries.
4. CURRENT STATE OF AFFAIRS
4.1. GPW is still playing the same role such as the
  responsibility of printing and publishing of official
  publications on behalf of the central Government
  Departments and Provincial Administrations
  subject to the Treasury Instruction IT14.5.of the
  same
4.2. In view of the repercussions identified from the
  previous dispensation progress was made in
  rationalisation process to eradicate the
  uneconomic set-up which had some duplicated
  services.
4.3. On the strength of the Cabinet and
  Inter-Governmental forum decisions,
  follow-up discussions were held with most
  Provincial authorities and resolved by the
  charging the GPW with the main role of
  high volume printing.
4.4. Private printers were to supply the
  departments with urgent and low volume
  printing.
4.5. How publications are deposited by the
     Government Printing Works
i. One week of each publication is submitted to
     each of the current five OPD’s including the
     Constitutional Court
ii. Additional one copy of the publication is being
     sent to the Library of Congress in Washington
     D.C. and Dag Hammershold Library at the
     United Nations in New York subject to the
     Treaty signed in 1949.
iii. Information provided: all publications
     published by the GPW.
4.6. The cost of the deposit:
  – Packaging and postage costs are born by the
    GPW.
  – Government Gazette printing costs is carried
    the GPW.
  – Other publications’ printing costs are carried
    by the relevant departments.
    5. Allocation of identification
               numbers
• 5.1. GPW also plays a role of allocating
  the following identification numbers on the
  published official publications:

  – ISBN (International Standard Book Number);
  – RP (National/Central Departments Annual
    Reports Number);
  – PR (Provincial Departments Annual Reports
    Number).
5.2. GPW obtain a group of International Standard
  Book Numbers from the National Library of
  South Africa for allocation to the newly published
  publications during the year.

5.3. RP and PR numbers are demanded by the
  Auditor-General’s office for reference purposes
  and they are controlled allocated on the national
  and provincial Departments annual reports by
  the GPW.
5.4. Challenges on the allocation of identification
    reference numbers.
   –   Some of the publications are published by various
       Government organs without these identification
       reference numbers.
   –   This is caused by, amongst others, the emphasis of
       the utilisation of the limited resources cost-
       effectively in the Public Finance Management Act,
       Act No.1 of 1999 and Supply Chain Management
       Policy Framework of 2003.
              6. SUMMARY
6.1. In the light of current initiatives of making
  official information more readily available to the
  general public it is proposed that at least one
  OPD be established even in each local
  government.
6.2. This will ensure that OPD concept supports
  grassroots democracy by making available
  documents emanating from national, provincial
  and local governments and improves popular
  access to the publications of government funded
  institutions such as Research Councils and
  Universities.
6.3. All Government institutions should be
  urged to:
  – Comply with the requirements of the Official
    Publications Deposit; and
  – Ensure that the appropriate identification
    numbers such as ISBN, RP or PR are
    allocated to all official publications
  THANK YOU!!




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