On Monday, October 21, South Africa’s National Senior Certificate (NSC) exams will begin, marking the start of one of the country’s most critical annual assessments. Behind the scenes, the secure production and distribution of exam papers is managed through a collaborative effort between provincial departments and private-sector partners, ensuring that the process runs smoothly and securely.
In six provinces, Altron Document Solutions (ADS) serves as the printing partner, responsible for the production of Grade 12 exam papers. This role is part of a larger consortium that includes third-party providers handling security, packaging, and distribution. Together, these partners work to ensure that exam papers are printed, transported, and delivered to schools under strict security protocols.
The printing of exam papers is a high-stakes operation, with strict security measures at every stage. Keith Knott, head of sales and operations at ADS, explained that every person working in the exam-printing facility undergoes a criminal and credit check every six months. Employees with children in Grades 10, 11, or 12 are prohibited from working on site, and are reassigned to other duties during the exam period to avoid any potential conflicts of interest.
The printing facilities are under constant surveillance, with biometric access control, 24/7 CCTV monitoring, and searches of staff members upon entering and exiting the site. Mobile phones are strictly prohibited within the facility. Even senior personnel, such as Knott, are required to obtain permission before entering and must be escorted while inside.
Document security is also critical. ADS is a member of Printing SA, and its consortium partner holds PrintSecure accreditation, aligned with ISO 14298 standards for managing secure printing processes. This international certification ensures that the printing process adheres to the highest standards of security and transparency.
The process begins when the provincial Department of Education submits encrypted files containing exam papers. After quality checks by department staff, an unalterable file is handed to the print site manager for final review. A sample print is then produced, checked by department representatives, and stored securely. Only the exact quantity of paper required for each exam is released to the printing machines, ensuring that no unauthorized copies can be printed.
Spoiled prints, such as those resulting from paper jams or misaligned text, are immediately collected by a security officer, not the machine operator. These spoiled copies are counted, logged, and destroyed in a high-security shredder. The remnants are removed by a secure disposal company, preventing any possibility of exam leaks.
ADS ensures that no digital trace of the exam papers remains on the printing machines, as they are configured with job-override functions that erase all memory after printing. Should additional prints be needed, they must be authorized by the site manager, who must also justify the need.
Once printing is complete, ADS hands over the exam papers to a distribution partner, who oversees packaging and delivery. The exam papers are transported in secure vans equipped with surveillance cameras. Delivery times and routes are meticulously planned, and every stop is closely monitored.
At schools, only designated and verified staff members are authorized to receive the exam papers, ensuring that the process is tightly controlled from start to finish. Once exams are completed and marked, the papers are collected, scanned, and archived for record-keeping purposes. The scanned copies are stored in an electronic vault, providing a secure backup in case of any disputes or discrepancies.
For large-scale exams, such as mathematics, papers are printed in advance and securely stored until needed. Smaller exams, such as language papers or Braille copies, are produced on-demand for next-day delivery.
ADS has been central to South Africa’s exam-printing operations for over a decade, with a consortium that first secured a provincial contract in 2014. Since then, the partners have worked together to ensure that the printing and delivery process is efficient and secure. They have also submitted a tender to expand their services to a seventh province.
“Timing and precision are critical,” said Knott. “We work from the full exam timetable and ensure that each paper is ready for distribution according to strict deadlines.” Contingency plans are always in place to address any potential breaches or disruptions, although such incidents have been rare over the past decade.
The consortium’s success is built on trust, integrity, and a shared commitment to securing the future of South Africa’s students. By combining cutting-edge technology, stringent security protocols, and experienced personnel, the partners work together to maintain the credibility of the exam process.
