Unit of competency details

TLIT307C - Identify and classify records to be captured (Release 1)

Summary

Releases:
ReleaseStatusRelease date
1 1 (this release)Current 18/Jul/2008

Usage recommendation:
Superseded
Mapping:
MappingNotesDate
Is superseded by and equivalent to TLIP3016A - Identify and classify records to be captured06/Mar/2011

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  25/Nov/2008 
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Modification History

Not applicable.

Unit Descriptor

This unit involves the skills and knowledge required to identify and classify records to be captured in accordance with workplace requirements including identifying records to be captured, classifying records, and registering records.

Application of the Unit

Work must be carried out in accordance with regulations and workplace requirements relevant to a records management process.

Work is generally performed under some supervision, within a team/group environment. It involves the application of regulatory requirements and workplace procedures to identify and classify records to be captured as part of record management processes in the transport, warehousing, distribution and/or storage industries.

Licensing/Regulatory Information

Not applicable.

Pre-Requisites

Not applicable.

Employability Skills Information

The required outcomes described in this unit of competency contain applicable facets of Employability Skills. The Employability Skills Summary of the qualification in which this competency is packaged will assist in identifying employability skill requirements.

Elements and Performance Criteria Pre-Content

Elements describe the essential outcomes of a unit of competency.

Performance criteria describe the required performance needed to demonstrate achievement of the element. Assessment of performance is to be consistent with the evidence guide.

Elements and Performance Criteria

Elements and Performance Criteria 

Element 

Performance Criteria 

1

Identify records to be captured 

1.1

Incoming material is categorised in accordance with organisational procedures for records which are to be captured

1.2

Storage for records including specific environmental conditions and accessibility requirements are noted and actioned as required

1.3

Activity documented by the record is identified from the elements of the record in accordance with organisational procedures

1.4

Area or action officer to which the record needs to go is identified from elements of the record or its content and staff list, in accordance with organisational procedures

1.5

Incoming material is assessed against organisational checklist to identify what material needs to be captured

1.6

Material which does not need to be registered is dealt with in accordance with organisational procedures

1.7

Where required by organisational procedures, the format/media of the record is modified in accordance with organisational requirements and procedures

2

Classify the record 

2.1

The identified transaction/action/activity documented by the record is matched to the organisation's classification scheme

2.2

The full classification of the record is selected in accordance with the system rules and organisational procedures

2.3

The classified record is linked to other records in the system in accordance with the system rules and organisational procedures

2.4

Indexing points (cross-reference terms) are selected for the record in accordance with the system rules and organisational procedures

3

Register the record 

3.1

Unique identifier is selected for record in accordance with organisational procedures and record keeping system rules

3.2

Record is registered into record keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements in accordance with organisational procedures

3.3

Access and security status are determined in accordance with organisational procedures and documented in accordance with record keeping system rules

3.4

Disposal status of the record is determined and recorded in accordance with the record keeping system rules and organisational procedures

3.5

Record is forwarded to its appropriate location, which is recorded in accordance with the system rules and organisational procedures

Required Skills and Knowledge

REQUIRED KNOWLEDGE AND SKILLS 

This describes the essential knowledge and skills and their level required for this unit.

Required knowledge :

Regulations relevant to the identification and classification of records to be captured as part of a records management process

Relevant OH&S and environmental protection procedures and guidelines

Workplace procedures and policies for the identification and classification of records to be captured including policies on privacy, confidentiality and security of information and records

Focus of operation of work systems, equipment, management and site operating systems for the identification and classification of records to be captured as part of a records management process

Problems that may occur with the identification and classification of records to be captured and appropriate action that can be taken to resolve the problems

Operational workflow within a records management system

Types of equipment used in the identification and classification of records to be captured and the precautions and procedures that should be followed in their use

Housekeeping standards and procedures required in the workplace

Site layout and obstacles

Required skills :

Communicate effectively with others when identifying and classifying records to be captured

Read and interpret instructions, procedures and information relevant to the identification and classification of records to be captured

Interpret and follow operational instructions and prioritise work

Complete documentation related to the identification and classification of records to be captured

Operate electronic communication equipment to required protocol

Work collaboratively with others when identifying and classifying records to be captured

Adapt appropriately to cultural differences in the workplace, including modes of behaviour and interactions with others

Promptly report and/or rectify any identified problems that may occur when identifying and classifying records to be captured in accordance with regulatory requirements and workplace procedures

Apply precautions and required action to minimise, control or eliminate hazards that may exist during work activities

Plan own work including predicting consequences and identifying improvements

Monitor work activities in terms of planned schedule

Modify activities depending on differing operational contingencies, risk situations and environments

Work systematically with required attention to detail

Use a range of information technology devices including computers, radio frequency devices, electronic data exchange systems, etc.

Maintain security and confidentiality of material

Identify, select and efficiently and effectively use equipment and consumables for the identification and classification of records to be captured

Adapt to differences in equipment in accordance with standard operating procedures

Use required personal protective equipment conforming to industry and OH&S standards

Evidence Guide

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required knowledge and skills, the range statement and the assessment guidelines for this Training Package.

Critical aspects for assessment and evidence required to demonstrate competency in this unit 

The evidence required to demonstrate competency in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria of this unit and include demonstration of applying:

the underpinning knowledge and skills

relevant legislation and workplace procedures

other relevant aspects of the range statement

Context of and specific resources for assessment 

Performance is demonstrated consistently over a period of time and in a suitable range of contexts

Resources for assessment include:

a range of relevant exercises, case studies and other simulated practical and knowledge assessment, and/or

access to an appropriate range of relevant operational situations in the workplace

In both real and simulated environments, access is required to:

relevant and appropriate materials and/or equipment, and/or

applicable documentation including workplace procedures, regulations, codes of practice and operation manuals

Method of assessment 

Assessment of this unit must be undertaken by a registered training organisation

As a minimum, assessment of knowledge must be conducted through appropriate written/oral tests

Practical assessment must occur:

through appropriately simulated activities at the registered training organisation, and/or

in an appropriate range of situations in the workplace

Range Statement

RANGE STATEMENT 

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance.

Work may be conducted:

in a range of work environments

by day or night

Customers may be:

internal or external

Workplaces may comprise:

large, medium or small worksites

Workplace environment may include movement of:

equipment

goods

products

materials

vehicular traffic

Records may be:

electronic

paper-based

microform

graphic

mainframe or PC-based applications

Storage requirements may include records in various modes such as:

paper-based

computer disks and reels

CD-ROM

microfiche

film

audio

The record identification and classification process is:

conducted as part of records management activities with the operator using discretion and judgement within established procedures

Access status of records may be:

confidential

high security (restricted)

open

Records may be registered (captured) into:

current records systems

archival control systems

business systems

storage facilities systems

Storage may be:

centralised or decentralised

off-line or off-site

in-house or out-sourced

commercial storage service or government repository

CD storage

imaging systems

microform

audio-visual/multimedia formats with special storage requirements (temperature controlled, dust-free, strict air-conditioning specifications)

Hazards in the work area may include:

height and reach implications of storage facilities

dust and vapours

stationary and moving equipment, parts and materials

noise, light, energy sources

electrical equipment

humidity, air temperature, radiant heat

debris on floor

faulty racking

poorly stacked records or boxes

faulty equipment

OH&S requirements include:

manual handling

protective clothing

elimination/control of hazards

machine isolation

machine guarding

Communication in the work area may include:

phone

fax

email/internet

electronic data interchange (EDI)

RF systems

barcode readers

oral, aural or signed communications

Depending on the type of organisation concerned and the local terminology used, workplace procedures may include:

company procedures

enterprise procedures

organisational procedures

established or standard procedures

Consultative processes may involve:

workplace personnel including supervisors and managers

customers/clients

suppliers and contractors

union representatives

industrial relations and OH&S specialists

other professional or technical staff

Personal protective equipment may include:

gloves

safety headwear and footwear

safety glasses

protective clothing

high visibility clothing

Information/documents may include:

job specifications and workplace operating procedures

relevant Australian or international standards pertaining to records management

storage specifications and requirements

manufacturers specifications for equipment/tools

supplier and/or client instructions

codes of practice including the National Standards for Manual Handling and the Industry Safety Code

relevant regulations including the privacy and confidentiality requirements

award, enterprise bargaining agreement, other industrial arrangements

standards and certification requirements

emergency procedures

quality assurance standards for records management

Applicable regulations and legislation may include:

relevant codes and regulations pertaining to records management

relevant Australian Standards relating to records management

relevant state/territory OH&S legislation

relevant state/territory environmental protection legislation

privacy and confidentiality legislation and regulations

freedom of information regulations

workplace relations regulations including equal opportunity, equal employment opportunity and affirmative action legislation

workers compensation regulations

Unit Sector(s)

Not applicable.

Competency Field

T - Records

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