PRESENTATION BY THE REGISTRAR OF COMPANIES TO INTERMEDIARIES

1. PRESENTATIONBY THE REGISTRAR OF COMPANIES TOINTERMEDIARIES WWW.CIPRO.GOV.ZACALL CENTRE 0861 843384

2. GENERAL DESCRIPTION OF CHANGES: A few points to be highlighted • The Registrar is in the process of doing away with revenue stamps and by April 2004 no revenue stamps will be accepted. These will initially be replaced by an account, with an internet payment option to follow– this will be phased in from 5 August 2002. • All agents that currently deal with the Registrar will have to be accredited in order to facilitate the billing structure and therefore re-register. • CIPRO has a Contact Centre for all enquiries at telephone no: 0861 843384. This service is backed by a knowledge team who will deal with more complex issues. • The prescribed forms are available on the web and as from 5 August 2002 the colour requirement will fall away. All forms may be lodged in white.

3. Continuation……. • The Registrar will do away with duplicate copies of forms lodge thereby only sending back a certificate of the change (similar to those already being sent with the registered forms). This will be applicable first to Close Corporations and then other forms at a later stage as an when the legalities have been cleared up. This will be implemented from 5 August 2002. • The Registrar will offer an urgent registration of applications which we will guarantee to take only 1 day (24 hours) to register. This will be provided at a premium on the normal fee charged – to be implemented during September 2002. • The Registrar is bringing back the annual returns. No date fixed yet, more communication to follow later in year regarding the implementation thereof.

4. DOCEX The Registrar initiated a deal with Docex to receive applications from the public, agents etc and dispatch it to CIPRO. This is for your convenience. Docex lodgment points will be phased in during August 2002. Lodgment will be implemented at the following ten Docex branches in a phased approach starting in the order as set out below: • Cape Town • Bellville • East London • Port Elizabeth • Durban • Pietermaritzburg • Bloemfontein • Johannesburg • Randburg • Pretoria

5. Continuation……. • These branches will be used to render the following services: • Physical submission and collection of documents • Bar coding of Documents for Tracking purposes for clients and CIPRO • Note 1: Documents submitted at a Docex point will be returned to that point! • Note 2: Professionals will be able to use their Docex points to submit documents. Each application will have to be tracked separately.

6. PRESENT WORKFLOW SYSTEM The follow is an extract of the main steps in processing an application • Tracking of documents • Mail • Hand • Preparation of documents • Scanning • Import to different divisions for verification and approval • Capture information through SACRO ERMS System • Print Authentication letters for approval or rejection • Letter for Client • Letter for CIPRO File • Distribution of Authentication letters • Mail • Hand - Collect - Basket (AGENTS)

7. Tracking of documents • Mail • Hand: Collect • Basket (only for agents) • E-mail • Docex • Preparation of documents • Scanning • Import to different divisions for verification and • approval • Capture information through SACRO ERMS • System WORKFLOW SYSTEMAFTER 30 July 2002

8. Continuation……. • Print Authentication letter Letter for client to show: * rejection or approval * history (where appropriate) * Certificate Letter for CIPRO file • Delivery Method of Authentication Letters – AGENTS Mail: * E-mail Hand: * Collect * Docex * Agents Basket * Post

9. DOCUMENTS NOT TO BE STAMPED/FRANKED Registered agents will be billed on a monthly basis for registrations pertaining to following forms: • CK1 Founding Statement • CK3 Re-instatement • CK4 Conversion from Company • CK5 Lodging Court Order for alteration replacement addition to founding statement • CK6 Liquidation of Close Corporation • CK7 NameReservation of Close Corporation • CM5 NameReservation of Company Note 1: Agents to reconcile their account at the end of the month and pay CIPRO within 3 working days. Note 2: Certificates will be issued for all the above applications, including CK2 and CK 2A’s.

10. DELIVERY METHOD • REGISTERED AGENTS • Collect • Basket • Mail • Docex • E-mail Note: All certificates will automatically be e-mailed to agents with no other options. • NON AGENTS • Collect • Mail • Docex • E-mail

11. SAMPLE OF LETTER AND CERTIFICATE

14. ELECTRONIC BILLING Process: • All close corporation documents containing an agent code will be billed (excluding CK2’s). If you use an agent code and stamp the document no refund will be provided!! • Agents to lodge a R10 000.00 refundable guarantee before activation of their account. • Items are marked for “Billing” or “Stamps” during Document Registration by CIPRO staff. • Completed and approved items will be billed to agents on weekly basis. • Agents pay on monthly basis. • All services to Agents in arrears will be suspended, recovered from the deposit and handed over to our attorneys.

15. ELECTRONIC LODGMENT OF NAME RESERVATIONS • Agents can complete and lodge CK7 and CM5’s via Internet from 5 August 2002. • Approved items lodged this way, will be billed as discussed above and confirmation received electronically.

16. FORMS AVAILABLE ELECTRONICALLY • All Company and Close Corporation forms are available on the Internet at no charge. • Clients can select the appropriate form and complete it online. • The form is printed out, signed and revenue stamps attached (if not part of billing as discussed above). • Submit these forms as paper applications. • Applications can be submitted in white and the colour requirement no longer applies.

17. CONTACT DETAILS Agent registrations: Veronica Van Dyk Vvdyk@cipro.gov.za Account inquiries: Khomotso MphakatiCmphakat@cipro.gov.za Fax: (012) 328 3051 CIPRO Call Centre 086 184 3384

18. Thank you for your support. If you have any comment to enhance this service please e-mail the Registrar at : registrarco@cipro.gov.za • No production queries will be entertained on this e-mail address. Use the specific contact details available on the web or Call Centre.