Modification History
Not applicable.
Unit Descriptor
Unit descriptor |
This unit describes the performance outcomes, skills and knowledge required to set 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. No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement. |
Application of the Unit
Application of the unit |
This unit applies to individuals who are required to demonstrate understanding of a broad knowledge base, incorporating theoretical concepts with substantial depth in some areas. The application is in relation to managing and monitoring business and records systems or work carried out in specialist recordkeeping environments, such as archives. While these people will work closely with other staff members throughout an organisation, they may also have a degree of individual responsibility and autonomy. |
Licensing/Regulatory Information
Not applicable.
Pre-Requisites
Prerequisite units |
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Employability Skills Information
Employability skills |
This unit contains employability skills. |
Elements and Performance Criteria Pre-Content
Elements describe the essential outcomes of a unit of competency. |
Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide. |
Elements and Performance Criteria
ELEMENT |
PERFORMANCE CRITERIA |
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 nature, detail, and format of records (content and metadata ) 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 records (store, locate and retrieve) 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 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. Identify any problems and changes that require a systemic response using the monitoring reports and external events 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 |
Required Skills and Knowledge
REQUIRED SKILLS AND KNOWLEDGE |
This section describes the skills and knowledge required for this unit. |
Required skills |
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Required knowledge |
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Evidence Guide
EVIDENCE GUIDE |
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The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package. |
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Overview of assessment |
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Critical aspects for assessment and evidence required to demonstrate competency in this unit |
Evidence of the following is essential:
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Context of and specific resources for assessment |
Assessment must ensure:
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Method of assessment |
A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:
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Guidance information for assessment |
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:
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Range Statement
RANGE STATEMENT |
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The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included. |
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Documenting core business may involve identifying: |
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Resources may include: |
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Business and social context may include: |
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Consultation may include organisation's: |
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Organisational functions and activities that may be documented may include: |
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Metadata are those records which are maintained about the records themselves and may include: |
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Business or records systems may include: |
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Measurable performance indicators may be developed: |
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Measurable performance indicators may include: |
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Procedures and guidelines may include: |
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Monitoring may relate to: |
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Organisational policies and guidelines may include: |
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Variations may include: |
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Reports may include: |
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Appropriate authority may include: |
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Problems and changes may include: |
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Systemic responses may include: |
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Revisions may be made to: |
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Unit Sector(s)
Unit sector |
Competency field
Competency field |
Knowledge Management - Recordkeeping |
Co-requisite units
Co-requisite units |
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