The Custodian of Records Affidavit is a critical legal document used in South African business and legal contexts when there's a need to formally establish the authenticity and proper maintenance of business, legal, or organizational records. This document becomes particularly important during legal proceedings, audits, or regulatory compliance checks where the validity and proper keeping of records needs to be verified. The affidavit must comply with South African legislation, including the Electronic Communications and Transactions Act, Protection of Personal Information Act (POPIA), and relevant record-keeping regulations. It serves as a formal declaration that can be presented to courts, regulatory bodies, or other authorized parties to confirm the integrity and proper maintenance of specified records.
Your data doesn't train Genie's AI
You keep IP ownership of your information
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.
OR
Let Genie AI's market-leading legal AI identify missing terms, unusual language, compliance issues and more - in just seconds.
Upload your Doc
1. Deponent Details: Full legal name, identification number, and professional position of the person making the affidavit
2. Authority and Capacity: Statement establishing the deponent's authority to act as custodian and relationship to the organization or records in question
3. Records Description: Detailed description of the records being certified, including their nature, time period covered, and physical or electronic format
4. Custody and Control: Declaration of how and where the records are maintained, stored, and protected
5. Creation and Maintenance: Statement about how the records were created, maintained in the ordinary course of business, and the record-keeping system used
6. Authenticity Declaration: Sworn statement confirming the authenticity and accuracy of the records
7. Commissioner of Oaths Certification: Space for the Commissioner of Oaths to certify the affidavit, including their details and official stamp
1. Electronic Records Certification: Additional declarations specific to electronic records, required when certifying digital documents or databases
2. Chain of Custody: Detailed history of the records' possession and control, needed when records have changed hands or locations
3. Access Control Procedures: Description of who has access to the records and security measures, important for sensitive or confidential records
4. Retention Schedule: Details about the organization's record retention policies, useful when addressing regulatory compliance
1. Schedule A - Detailed Record Inventory: Itemized list of all records being certified, including reference numbers, dates, and descriptions
2. Schedule B - Supporting Documentation: Copies of relevant policies, procedures, or certifications regarding record-keeping systems
3. Appendix 1 - Record Samples: Representative samples or examples of the records being certified, if applicable and appropriate
4. Appendix 2 - System Documentation: Technical documentation of record-keeping systems, particularly relevant for electronic records
Relevant legal definitions
Records
Custodian
Organization
Business Records
Electronic Records
Physical Records
Record-Keeping System
Custody
Control
Original Record
Copy
Certified Copy
Data
Document
Electronic Communication
Electronic Storage
Information System
Regular Course of Business
Record Series
Retention Period
Security Measures
Storage Facility
System Administrator
Authorized Personnel
Authentication
Backup
Chain of Custody
Confidential Information
Digital Signature
Electronic Storage System
File Plan
Metadata
Personal Information
Record Category
Records Lifecycle
Records Management Policy
Retention Schedule
System of Record
Custodian
Organization
Business Records
Electronic Records
Physical Records
Record-Keeping System
Custody
Control
Original Record
Copy
Certified Copy
Data
Document
Electronic Communication
Electronic Storage
Information System
Regular Course of Business
Record Series
Retention Period
Security Measures
Storage Facility
System Administrator
Authorized Personnel
Authentication
Backup
Chain of Custody
Confidential Information
Digital Signature
Electronic Storage System
File Plan
Metadata
Personal Information
Record Category
Records Lifecycle
Records Management Policy
Retention Schedule
System of Record
Clauses
Identity and Authority
Appointment and Capacity
Record Description
Custody Declaration
Maintenance and Control
Authentication
Security Measures
Access Control
Storage Procedures
Record Creation
Chain of Custody
Accuracy Verification
Confidentiality
Records Retention
Electronic Systems
Data Protection
Legal Compliance
Certification
Oath and Verification
Commissioner Attestation
Appointment and Capacity
Record Description
Custody Declaration
Maintenance and Control
Authentication
Security Measures
Access Control
Storage Procedures
Record Creation
Chain of Custody
Accuracy Verification
Confidentiality
Records Retention
Electronic Systems
Data Protection
Legal Compliance
Certification
Oath and Verification
Commissioner Attestation
Relevant Industries
Legal Services
Healthcare
Financial Services
Government and Public Sector
Education
Manufacturing
Technology and IT
Professional Services
Construction
Real Estate
Mining and Resources
Telecommunications
Retail
Insurance
Banking
Relevant Teams
Legal
Compliance
Information Management
Administration
Records Management
Corporate Secretariat
Information Technology
Risk Management
Quality Assurance
Operations
Relevant Roles
Records Manager
Compliance Officer
Legal Administrator
Document Controller
Information Management Officer
Corporate Secretary
Chief Information Officer
Records Coordinator
Archivist
Data Protection Officer
Quality Assurance Manager
Operations Manager
Administrative Manager
IT Manager
Legal Counsel
Risk Manager
Find the exact document you need
Driving Licence Self Declaration Form
A South African regulatory document for self-declaring driving fitness and eligibility for obtaining or renewing a driving license under national traffic legislation.
find out more
Declaration Of Plagiarism
A South African legal document where authors declare their work is original and properly cited, in compliance with local copyright laws and academic integrity standards.
find out more
Declaration Of No Conflict Of Interest
A South African legal document where an individual formally declares the absence of any conflicts of interest that could impact their professional duties.
find out more
Declaration
A legally binding sworn statement certified by a Commissioner of Oaths under South African law, used to formally declare facts or intentions.
find out more
Legal Declaration
A formal sworn statement made under South African law, certified by a Commissioner of Oaths, serving as legal evidence of declared facts or intentions.
find out more
Declaration Of Interest
A South African legal document for declaring potential conflicts of interest and personal, professional, or financial interests as required by local corporate governance laws.
find out more
Form Of Declaration
A legally binding sworn statement certified by a Commissioner of Oaths under South African law, declaring specific facts or circumstances to be true.
find out more
Non Employment Self Declaration Form
A South African legal document declaring independent contractor status and distinguishing from employment relationships, compliant with local labor and tax laws.
find out more
Self Declaration Document
A legally binding sworn statement made under South African law, declared before a Commissioner of Oaths, used to formally verify facts or circumstances.
find out more
Nomination And Declaration Form
A South African legal document for nominating beneficiaries and declaring intentions regarding benefit distribution in financial and pension products.
find out more
Self Declaration Form For Job Application
A South African law-compliant self-declaration form for job applicants to declare personal information, employment history, and legal status for employment consideration.
find out more
Declaration Letter For Student
A legally binding document under South African law where students formally declare specific information or circumstances related to their academic status or personal situation.
find out more
Declaration Letter For Missing Documents
A formal sworn statement under South African law declaring the loss or absence of important documents, executed before a Commissioner of Oaths.
find out more
Declaration Letter For Employee
A formal employee declaration document under South African law used to record official statements or confirmations from employees regarding their circumstances, qualifications, or policy compliance.
find out more
Declaration Form For Scholarship
A South African legal document for scholarship applications and declarations, compliant with NSFAS and POPIA requirements, used for managing scholarship awards and recipient obligations.
find out more
Living Will Declaration Form
A South African legal document allowing individuals to specify advance healthcare directives and end-of-life treatment preferences.
find out more
Payment Declaration Letter
A formal South African document declaring payment details and confirming compliance with local financial regulations and requirements.
find out more
Self Declaration
A legally binding written statement under South African law where an individual formally declares certain facts or circumstances to be true, verified by a Commissioner of Oaths.
find out more
My Health Declaration
A South African law-compliant health declaration document for recording and declaring individual health status and medical history.
find out more
Health Declaration Form
A South African-compliant form for declaring personal health status and medical history, adhering to POPIA and National Health Act requirements.
find out more
Declaration Of Own Work
A South African legal document certifying the originality and authenticity of an individual's work, used in academic and professional settings.
find out more
Self Employment Declaration
A legal declaration document used in South Africa to formally establish and confirm an individual's status as self-employed or an independent contractor.
find out more
Thesis Declaration
A legally binding declaration document used in South African higher education institutions to confirm thesis originality and compliance with academic standards.
find out more
Signed Declaration Of Applicant And The Parent Legal Guardian
A South African legal document combining a minor's declaration with parental/guardian consent and authorization, authenticated by a Commissioner of Oaths.
find out more
Self Declaration Form For Scholarship
A legally binding declaration form used in South Africa for scholarship applications, containing personal, academic, and financial information declarations under oath.
find out more
Salary Declaration Letter
A formal South African employer-issued document confirming an employee's salary and compensation details for official purposes.
find out more
Parents Declaration Form For Scholarship
A South African legal document for parents to declare financial status and commit to scholarship terms for their child's education, compliant with local education and privacy laws.
find out more
Driving Licence Declaration Form
A South African legal document for declaring driving license status, qualifications, and related information under the National Road Traffic Act.
find out more
Declaration Of Undertaking
A formal legal document under South African law where a party makes binding commitments or promises to another party or authority.
find out more
Declaration In Lieu Of Affidavit
A formal South African legal document for declaring facts as true, signed before a Commissioner of Oaths, serving as an alternative to a sworn affidavit.
find out more
Custodian Of Records Affidavit
A sworn legal document under South African law certifying an individual's role as custodian of specific records and attesting to their authenticity and proper maintenance.
find out more
Age Declaration Form
A South African legal document for formal declaration of an individual's age, used for official age verification purposes.
find out more
Age Declaration Certificate
A legally binding document used in South Africa to formally declare an individual's age under oath, certified by a Commissioner of Oaths.
find out more
Declaration Of Domicile
A formal legal declaration under South African law establishing an individual's permanent residence and intention to remain in South Africa indefinitely.
find out more
Sworn Declaration
A South African legal document containing statements made under oath or affirmation, certified by a Commissioner of Oaths and used for official or evidentiary purposes.
find out more
Declaration Card
A mandatory customs and immigration declaration document required for all travelers entering South Africa, governed by South African customs and immigration laws.
find out more
Cargo Declaration
A mandatory customs document required under South African law that declares cargo details for imports, exports, or transit goods, governed by national customs legislation.
find out more
International Travel Declaration Form
A mandatory South African legal document for declaring personal, travel, health, and customs information for international travel.
find out more
Declaration Of Origin
A South African customs document certifying the country of origin of exported goods, complying with national customs regulations and international trade agreements.
find out more
Vat Declaration Form
A mandatory South African tax form for declaring VAT collections, payments, and calculations to SARS by registered VAT vendors.
find out more
Genie’s Security Promise
Genie is the safest place to draft. Here’s how we prioritise your privacy and security.
Your documents are private:
We do not train on your data; Genie’s AI improves independently
All data stored on Genie is private to your organisation
Your documents are protected:
Your documents are protected by ultra-secure 256-bit encryption
We are ISO27001 certified, so your data is secure
Organizational security:
You retain IP ownership of your documents and their information
You have full control over your data and who gets to see it
.png)
.png)