Unit of competency details

BSBRKG402 - Provide information from and about 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 BSBRKG402B - Provide information from and about recordsUpdated to meet Standards for Training Packages 24/Mar/2015


Training packages that include this unit

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 

Release 1

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

Application

This unit describes the skills and knowledge required to provide effective responses to enquiries from potential users of records, using appropriate processes to access and provide information about records.

It applies to individuals who use a range of organisational and analytical techniques in working with an organisation’s business and records systems.

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 and gather records required

1.1 Identify specific information or search criteria required by user

1.2 Identify range of records likely to contain information required and find out their availability using appropriate finding aids and records systems

1.3 Obtain range of records likely to contain information required by user, and analyse content

1.4 Track records to identify and record any change in location and use, in accordance with business or records system rules and organisational procedures

1.5 Explain to user any obstacles to obtaining specific records within specified time and reach agreement on a timeframe for provision of records

2. Interpret and administer access rules and procedures

2.1 Identify person requesting record/s and confirm access category, in accordance with organisational procedures

2.2 Apply access restriction rules and guidelines to record/s requested to match access category of person requesting record/s

2.3 Inform person requesting record/s of their rights to review the decision where access restriction rules and guidelines prevent access

3. Provide the required information and/or records

3.1 Prepare requested information/records in appropriate formats, and in accordance with organisational procedures and specified timelines

3.2 Mask specific records, or portions thereof, in accordance with access rules and organisational procedures

3.3 Document records retrieved and used to provide information, in accordance with business or records system operation and organisational procedures

3.4 Record new locations provided to user in accordance with system rules and organisational procedures

3.5 Deliver record, or record information, within specified timeframes

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, 1.3, 2.1, 2.2

  • Identifies and interprets information from a variety of organisational and regulatory texts to determine required actions

Writing

1.2, 1.4, 1.5, 2.3, 3.1, 3.3, 3.4

  • Prepares information for others in required organisational format
  • Inputs information to locate records and records details of documents according to organisational requirements

Oral Communication

1.1, 1.5, 2.1, 2.3

  • Communicates verbally to gather or provide information using language appropriate to audience

Numeracy

1.2, 1.3, 1.5

  • Recognises and interprets numerical information relating to record storage systems, record classification, timeframes and dates

Navigate the world of work

1.4, 2.1, 2.2, 3.1, 3.2, 3.3, 3.4

  • Understands and adheres to organisational policies and procedures

Get the work done

1.1, 1.2, 1.3, 1.4, 1.5, 2.1, 3.1, 3.5

  • Takes responsibility for planning, organising and implementing tasks required to achieve organisational requirements in a timely fashion
  • Takes responsibility for the outcomes of routine decisions related directly to own role
  • Uses digital systems and tools to complete routine tasks

Unit Mapping Information

Code and title  

current version 

Code and title 

previous version 

Comments 

Equivalence status 

BSBRKG402 Provide information from and about records

BSBRKG402B Provide information from and about 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 

Release 1

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

Performance Evidence

Evidence of the ability to:

  • identify records which accurately fulfil users’ requests in specified timeframes
  • apply access and security rules to the provision of records
  • complete documentation required for record retrieval including new location.

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 identification system used by the organisation to name, code, locate and categorise records
  • explain the general principles and processes of records management and records management systems, such as:
  • systems of control
  • records continuum theory
  • mandate and ownership of business process
  • environmental context
  • records characteristics
  • explain 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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