Modification History
Not applicable.
Unit Descriptor
Unit descriptor |
This unit describes the performance outcomes, skills and knowledge required to determine the breadth and depth of a collection of records, and to develop strategic and implementation plans for the management of records over time. 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 with understanding and specialist knowledge, with depth in some areas of business or records systems. The application is in relation to individuals who require specialist knowledge in business or records systems. These people will generally be senior staff in a specialist recordkeeping environment with responsibility for a team, though they may also be individuals with sole responsibility for recordkeeping systems within larger enterprises. The unit can be applied equally to all types of collections of records, although historically it has been understood to relate only to traditional archival work. |
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 policies and strategies for management of records over time |
1.1. Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources 1.2. Develop strategies in the context of organisational culture, build on this, and include migration and preservation strategies 1.3. Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction 1.4. Determine records storage and use requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan 1.5. Identify other parties who create or use records which require storage and factor these into estimates 1.6. Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster 1.7. Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority |
2. Develop strategy and implementation plan for managing records over time |
2.1. Review existing internal and external documents which may impact on the transfer of custody and responsibility for records 2.2. Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records 2.3. Specify and document requirements for the transfer of custody , ownership and responsibility 2.4. Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements 2.5. Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements |
3. Manage preservation of records over time |
3.1. Develop records collection strategies and policies which reflect the collecting institution's strategies and directions, and potential changes in operating environments 3.2. Ensure collections strategies reflect evaluation of collection use and availability of alternative formats for resource sharing and in-house collection, as well as access to records from remote sources 3.3. Determine boundaries for the collection , and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions 3.4. Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources 3.5. Establish processes for the receipt of donations and bequests under legal deposits, policy or other directives, and review the collection in light of collection strategies, policies and disposal 3.6. Initiate and respond to cooperative collection projects where mutual benefits can be gained |
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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Available resources may include: |
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Organisational behaviour may include: |
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Criteria for vital records may include: |
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Appropriate authority may include: |
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Internal and external documents may include: |
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Documentation relevant to the transfer of ownership or custody of records may include: |
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Requirements for the transfer of custody , ownership and responsibility may include: |
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Changes in operating environments may include: |
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Boundaries for the collection may include: |
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Mutual benefits may include: |
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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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