Unit of competency details

BSBRKG301 - Control records (Release 1)

Summary

Releases:
ReleaseStatusRelease date
1 1 (this release)Current 25/Mar/2015

Usage recommendation:
Current
Mapping:
MappingNotesDate
Supersedes and is equivalent to BSBRKG301B - Control recordsUpdated to meet Standards for Training Packages 24/Mar/2015


Training packages that include this unit

CodeTitleSort Table listing Training packages that include this unit by the Title columnRelease
HLT - HealthHealth 2.0-4.1 
CUA - Creative Arts and Culture Training PackageCreative Arts and Culture Training Package 2.0-3.0 
BSB - Business Services Training PackageBusiness Services Training Package 1.0-3.0 

Classifications

SchemeCodeClassification value
ASCED Module/Unit of Competency Field of Education Identifier 080901 Secretarial And Clerical Studies  

Classification history

SchemeCodeClassification valueStart dateEnd date
ASCED Module/Unit of Competency Field of Education Identifier 080901 Secretarial And Clerical Studies  30/Jul/2015 
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Unit Of competency

Modification History

Release 

Comments 

Release1

This version first released with BSB Business Services Training Package Version 1.0.

Application

This unit describes the skills and knowledge required to classify, register, and track records and information about records within a business or records system.

It applies to individuals who follow guidelines and processes to make judgements on record status and classification. They work under supervision or in consultation with more senior staff to support effective recordkeeping and governance practices across the organisation.

No licensing, legislative or certification requirements apply to this unit at the time of publication.

Unit Sector

Knowledge Management – Recordkeeping

Elements and Performance Criteria

ELEMENT 

PERFORMANCE CRITERIA 

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Identify records for capture

1.1 Categorise incoming material and identify records, metadata and formats for capture

1.2 Assess incoming material against organisational checklist for determining what material needs to be captured

1.3 Administer material which does not need to be registered

1.4 Locate, remove or copy record, when action is complete, from the active business or records system

2. Classify records

2.1 Match identified transaction, action or activity documented by records to organisation’s classification scheme

2.2 Select full classification and sentencing of records in accordance with the system’s rules and organisational procedures

2.3 Link classified or sentenced records to other records in business or records system

2.4 Select indexing points (cross-reference terms) for records in accordance with system’s rules and organisational procedures

3. Register records

3.1 Select and record unique identifiers for records in accordance with business or records system rules and procedures

3.2 Register records into business or records system

3.3 Document and forward records to appropriate locations or officers, observing any special handling requirements of the record format

4. Track records

4.1 Determine unique identifiers of records from requests or instructions

4.2 Obtain storage location, history and information of records from business or records system

4.3 Update and amend information about records

4.4 Complete all transactions within designated timeframes

4.5 Complete and obtain appropriate documentation or reports

5. Audit records

5.1 Locate records with action officer and in storage areas, in accordance with supervisor’s instructions

5.2 Audit records against predetermined criteria in accordance with organisational procedures and quality program

5.3 Document and report any discrepancies

Foundation Skills

This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance.

Skill 

Performance 

Criteria 

Description 

Reading

1.1, 1.2, 2.1, 2.2, 2.4, 4.1, 4.3, 4.4, 5.2

  • Interprets information from a range of texts to determine organisational requirements
  • Reviews records against set criteria to identify discrepancies

Writing

3.1-3.3, 4.3, 4.4, 4.5, 5.2, 5.3

  • Documents, updates and amends information accurately and in required format
  • Prepares reports according to organisational requirements

Oral Communication

4.1, 5.1, 5.3

  • Uses active listening and questioning techniques to confirm requirements and clarify information
  • Uses clear language, appropriate to audience, to circulate information

Numeracy

3.1, 3.2, 5.2

  • Recognises and uses numerical record-keeping systems
  • Recognises and compares numerical data embedded in records

Navigate the world of work

2.2, 2.4, 3.1, 5.2

  • Takes some personal responsibility for following organisational procedures and protocols

Interact with others

3.3, 4.1, 4.5, 5.1, 5.3

  • Chooses appropriate method and format for communicating and seeking information

Get the work done

1.1-1.4, 2.1-2.4, 3.1, 3.2, 4.1, 4.2, 4.4, 4.5

  • Plans routine tasks according to set procedures, taking some responsibility for timing
  • Takes responsibility for routine low-impact decisions within familiar situations

Unit Mapping Information

Code and title  

current version 

Code and title 

previous version 

Comments 

Equivalence status 

BSBRKG301 Control records

BSBRKG301B Control records

Updated to meet Standards for Training Packages

Equivalent unit

Links

Companion Volume implementation guides are found in VETNet - https://vetnet.education.gov.au/Pages/TrainingDocs.aspx?q=11ef6853-ceed-4ba7-9d87-4da407e23c10

 

Assessment requirements

Modification History

Release 

Comments 

Release1

This version first released with BSB Business Services Training Package Version 1.0.

Performance Evidence

Evidence of the ability to:

  • register and track the location of records using appropriate processes for capture and classification
  • identify activities documented by records
  • apply classification schemes
  • record metadata accurately.

Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.

Knowledge Evidence

To complete the unit requirements safely and effectively, the individual must:

  • explain the general principles and processes of records management and records management systems
  • describe the organisational business functions, structure and culture
  • explain the key details of organisational policies, strategies and procedures, that relate to records access and security.

Assessment Conditions

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the knowledge management – recordkeeping field of work and include access to:

  • relevant workplace documentation and resources
  • case studies and, where possible, real situations
  • interaction with others.

Assessors must satisfy NVR/AQTF assessor requirements.

Links

Companion Volume implementation guides are found in VETNet - https://vetnet.education.gov.au/Pages/TrainingDocs.aspx?q=11ef6853-ceed-4ba7-9d87-4da407e23c10

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