Unit of competency details

BSBRKG502 - Manage and monitor business or records systems (Release 1)

Summary

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

Usage recommendation:
Current
Mapping:
MappingNotesDate
Supersedes and is equivalent to BSBRKG502B - Manage and monitor business or records systemsUpdated 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
SIS - Sport, Fitness and Recreation Training PackageSport, Fitness and Recreation Training Package 2.0-3.0 
HLT - HealthHealth 2.0-3.1 
CUA - Creative Arts and Culture Training PackageCreative Arts and Culture Training Package 2.0-3.0 
BSB - Business Services Training PackageBusiness Services Training Package 1.0-2.0 
AVI - Aviation Training PackageAviation Training Package 3.0 

Qualifications that include this unit

CodeTitleSort Table listing Qualifications that include this unit by the Title columnRelease
SIS50115 - Diploma of Sport and Recreation ManagementDiploma of Sport and Recreation Management 
HLT57715 - Diploma of Practice ManagementDiploma of Practice Management 
CUA51015 - Diploma of Screen and MediaDiploma of Screen and Media 
BSB52115 - Diploma of Library and Information ServicesDiploma of Library and Information Services 
BSB51715 - Diploma of RecordkeepingDiploma of Recordkeeping 
BSB51515 - Diploma of PurchasingDiploma of Purchasing 
BSB50615 - Diploma of Human Resources ManagementDiploma of Human Resources Management 1-2 
BSB50415 - Diploma of Business AdministrationDiploma of Business Administration 
BSB42115 - Certificate IV in Library and Information ServicesCertificate IV in Library and Information Services 
AVI60116 - Advanced Diploma of Aviation (Chief Flight Instructor)Advanced Diploma of Aviation (Chief Flight Instructor) 
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Classifications

SchemeCodeClassification value
ASCED Module/Unit of Competency Field of Education Identifier 091301 Librarianship And Information Management  

Classification history

SchemeCodeClassification valueStart dateEnd date
ASCED Module/Unit of Competency Field of Education Identifier 091301 Librarianship And Information Management  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 set up the operational frameworks for the creation, capture and use of records and to monitor and review these frameworks and activities within a business or records system of a specific business domain.

It applies to individuals who work closely with other staff members in an organisation and may also have a degree of individual responsibility and autonomy. They use a range of organisational, analytical and managerial techniques to perform their work in business and records systems or in specialist recordkeeping environments, such as archives.

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. Determine requirements or modifications

1.1 Identify and document core business, supporting activities, resources, business and social context, using observation and consultation

1.2 Determine security and access requirements for business or records system content from analysis of organisation’s activities

1.3 Analyse organisational reporting and accountability requirements in the context of the business documentation

1.4 Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation

1.5 Determine format content and metadata of records for each organisational function from analysis of the business and its context

2. Devise an appropriate recordkeeping system

2.1 Determine metadata needed to manage record storage, location and retrieval in a business or records system

2.2 Select scale, and number of business or records systems appropriate to scale and nature of business operations

2.3 Select technological requirements of business or records systems appropriate to scale and nature of business operations

2.4 Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements

2.5 Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation

2.6 Select business or records system suited to the projected growth of the organisation

3. Develop an implementation plan

3.1 Identify and document recordkeeping responsibilities of individual personnel or organisational units

3.2 Develop measurable performance indicators for recordkeeping activities

3.3 Develop procedures and guidelines for capturing and controlling records

3.4 Communicate an implementation plan to users of the system and other relevant organisational staff

4. Monitor and review business or records system

4.1 Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable

4.2 Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits

4.3 Provide required reports to appropriate authority relating to use and maintenance of records

4.4 Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies

5. Identify and respond to problems and changes

5.1 Use monitoring reports and external events to identify any problems and changes that require a systemic response

5.2 Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems

5.3 Devise amendments to systems and implementation or other plans where required

5.4 Prepare recommendations for system amendments, planning and implementation

5.5 Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures

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

1.1-1.5, 3.1, 3.2, 4.1, 4.2, 5.1

  • Critically evaluates content from a range of structurally complex texts and applies to own context

Writing

1.1, 1.2, 1.5. 2.1, 3.1-3.4, 4.1, 4.2, 4.3, 4.4, 5.2, 5.4, 5.5

  • Uses clear, accurate and relevant language to organise, record and update information and complete workplace documentation

Oral Communication

1.1, 3.1, 3.4, 4.4, 5.5

  • Employs active listening and questioning techniques to confirm requirements
  • Clearly articulates plans and responsibilities to relevant personnel using appropriate language and features

Numeracy

1.1, 1.4, 2.1, 2.4

  • Identifies and comprehends numerically expressed information in financial records and other business documentation that informs of recordkeeping system requirements
  • Assesses need for numerical information in metadata and calculates costs associated with system structure and operation

Navigate the world of work

3.3, 4.1, 5.1, 5.2

  • Develops and maintains organisational policies and procedures, monitors adherence, and understands how own role contributes to broader goals of the work environment

Interact with others

3.4, 4.3, 5.5

  • Selects the appropriate form, channel and mode of communication for a specific purpose relevant to own role

Get the work done

1.1, 1.2, 1.3, 1.4, 1.5, 2.1, 2.2, 2.3, 2.4, 2.5, 2.6, 3.1, 3.2, 4.4, 5.1, 5.2, 5.3

  • Takes responsibility for planning and organising own workload and tasks to ensure work deadlines are met
  • Makes decisions by using systematic, analytical processes, setting goals, gathering relevant information and identifying and evaluating options against agreed criteria
  • Understands the purposes, specific functions and key features of digital systems and tools
  • Recognises and addresses some unfamiliar problems of increasing complexity within own scope

Unit Mapping Information

Code and title  

current version 

Code and title 

previous version 

Comments 

Equivalence status 

BSBRKG502 Manage and monitor business or records systems

BSBRKG502B Manage and monitor business or records systems

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:

  • analyse, develop and document a business or records system including a detailed implementation plan
  • develop specifications and performance indicators to monitor system effectiveness
  • develop and document a plan to address issues identified during monitoring or review.

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 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
  • explain the characteristics of the organisational functions, structure and culture relevant to the business or records system
  • explain the organisational policies, strategies and procedures for records access and security
  • identify problems and changes that could require a systemic response.

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 legislation, regulations, standards and codes
  • 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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