- BSBRKG302B - Undertake disposal
Assessor Resource
BSBRKG302B
Undertake disposal
Assessment tool
Version 1.0
Issue Date: April 2024
This unit applies to individuals requiring some understanding of relevant theoretical knowledge relating to recordkeeping functions. It is not assumed that individuals at this level would have responsibility for supervising the work of others; however it is assumed that as a recordkeeping practitioner their work will support effective recordkeeping and governance practices across the organisation.
The application is in relation to the disposal of records from an existing business or records system that has guidelines and processes to assist in making judgements on the status and classification of records. These judgements should be performed under supervision or in consultation with more senior staff or users of the system.
This unit describes the performance outcomes, skills and knowledge required to identify which records are subject to a disposal program, and to safely and securely transfer or dispose of the records.
No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)
Employability Skills
This unit contains employability skills.
Evidence Required
List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.
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. | |
Overview of assessment | |
Critical aspects for assessment and evidence required to demonstrate competency in this unit | Evidence of the following is essential: assessing records to identify disposal status recording and controlling processes as part of a disposal program knowledge of relevant legislation, regulations, standards. |
Context of and specific resources for assessment | Assessment must ensure: access to an actual workplace or simulated work environment access to office equipment and resources access to examples of records, recordkeeping systems and policies access to workplace reference materials such as procedural manuals and company policies. |
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: analysis of responses to case studies and scenarios demonstration of techniques direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate review of authenticated documents from the workplace or training environment oral or written questioning to assess knowledge of general principles and processes of recordkeeping systems. |
Guidance information for assessment | Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: administration units other knowledge management units. |
Submission Requirements
List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here
Assessment task 1: [title] Due date:
(add new lines for each of the assessment tasks)
Assessment Tasks
Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.
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Required skills |
communication skills to explain and clarify procedures, and to consult with users of a records or business system literacy skills to read and interpret nature of record content problem-solving and analysis skills to interpret and apply rules affecting disposal of records self-management skills to accurately record metadata. |
Required knowledge |
key provisions of relevant legislation from all forms of government, regulations, standards and documentation that may affect aspects of business operations, such as: AS 5044.1:2002 AGLS Metadata element set AS 5090:2003 Work process analysis for recordkeeping AS ISO 15489:2004 Records management AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles Australian Stock Exchange(ASX) Principles of Good Corporate Governance ethical principles codes of practice privacy and freedom of information archives and records legislation occupational health and safety 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 organisational business functions, structure and culture organisational policies, strategies and procedures and tools particularly those relating to description, disposal and storage of records. |
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. | |
Informing users may include: | access to staff meetings legal or regulatory requirement minute or memorandum noticeboards organisation-wide publications personal visit phone call |
Users may include: | action officer external organisation manager of an operational area or section more experienced colleague or someone familiar with the area supervisor |
Business or records systems may include: | archival control systems business systems cash register-based systems characteristics relating to: aggregations context entities metadata current business or records systems electronic records and document management system (ERDMS ) informal paper-based accumulation and card systems PC-based accounting systems, employee and tax records systems proprietary recordkeeping package storage facilities systems |
Records may include: | different stages of use: active archival digital: remote drives servers CDs DVDs imaging systems PC-based applications mainframe physical: audio-visual or multimedia graphic microform paper-based (acid free or multiple copies variety of sources: already in the custody of the organisation in the process of being transferred between organisations |
Records survey may be undertaken to: | add to corporate memory analyse functions of authorities aid disaster recovery and critical records planning identify discovery order respond to Freedom of Information request gather general statistics identify records regularly required for transfer locate time expired records prepare retention and disposal schedules respond to a requirement for repository or storage planning review a variety of business or records systems transfer or destroy records respond to a user satisfaction survey |
Identifying and assessing records may include: | applying criteria for vital records, to which specific criteria apply, or which document: legal liabilities ownership rights or entitlements policy records/precedent decisions rights or entitlements of individuals consulting identifying documentation found in: databases lists notes about the records proforma consulting retention and disposal schedules which may be: continuing functional general multiple one-time single environmental context - business environments, community expectations, governance frameworks, legislative and regulatory mandates or relevant recordkeeping principles and standards identifying: access restrictions any extenuating impediments to the destruction how information is likely to be presented and manipulated how information is to be retrieved how many people will need to retrieve the information what information is needed |
Formats may include: | audio-visual or multimedia formats electronic graphic mainframe microform paper-based (acid free or multiple copies) PC-based applications |
Data about records may include: | documentation relating to: authenticity integrity reliability social or business activities useability record's: arrangement condition creator date range format frequency of use function location owner quantity series title whether or not data has been captured into a business or records system whether or not there is a retention and disposal schedule |
Disposal status may include: | disposal actions records requiring sentencing or review records requiring appraisal (where no disposal authority exists) |
Approval may include permission for transfer of archival records from: | archival authority own organisation receiving organisation |
Disposal may be: | outsourced undertaken by movement, permanent transfer, loan or destruction undertaken by the organisation |
Storing records may include: | digital: remote drives servers CDs imaging systems physical: centralised or decentralised commercial storage service or government repository in-house or outsourced microform offline or off-site |
Transfer may include: | copying or downloading from one medium to another flagging electronic records for offline storage migrating from one database to another movement between organisations placing paper, microform, audio-visual or multimedia records into boxes |
Identifying documentation may include: | recording old and new unique identifiers found in: business or record system records themselves documentation accompanying the records preparing records of transfer which include: approving officer dates destination locations method to be used originating organisation range of record unique identifiers titles who undertook the transfer |
Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.
Observation Checklist
| Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice | Yes | No | Comments/feedback |
|---|---|---|---|
| Inform users of the business or records system, about the records survey to be conducted, encouraging cooperation and input in identifying and assessing records and formats for disposal | |||
| Gather required data about records in accordance with the predetermined methodology and user requirements | |||
| Assess records to determine disposal status | |||
| Present findings of survey to inform users of proposed disposal processes and requirements | |||
| Undertake quality control measures in accordance with organisational procedures, to ensure consistency in determining disposal status and retention periods | |||
| Seek approval from appropriate individual/body for disposal actions | |||
| Destroy records which are no longer required for any purpose, in accordance with approval and organisational procedures | |||
| Store records which need to be kept for a further period, in accordance with legal obligations and organisational records storage requirements | |||
| Store original vital records, and copies of vital records where applicable, in accordance with organisational procedures and vital records strategy | |||
| Record and authorise all disposal actions in accordance with legal obligations, organisational procedures and business or records system rules | |||
| Prepare disposal documentation by recording the unique identifiers of the records to be disposed of in a form compliant with organisational rules and procedures for the transfer of custody, ownership and/or responsibility, or destruction of records | |||
| Prepare records for transfer for movement in accordance with storage medium requirements | |||
| Retain identifying documentation for transfer as part of organisational records and forward a copy to the recipient | |||
| Document transit locations for records to be moved in the location control system, where applicable | |||
| Maintain identifying documentation for destroyed records as part of organisational records where appropriate | |||
| Determine method, timeframe and personnel to undertake the movement in accordance with the organisational procedures and record requirements | |||
| Document relocation of records in the location control system and other systems, in accordance with organisational procedures | |||
| Complete and document the movement of records in accordance with the organisational procedures | |||
| Obtain proof of receipt and forward to appropriate authority where it is required | |||
| Determine method, timeframe and personnel to undertake the destruction, in accordance with organisational procedures and record requirements | |||
| Document destruction of records in the location control system and other systems, in accordance with organisational procedures | |||
| Complete and document destruction of records in accordance with legal requirements and organisational procedures | |||
| Destroy records under secure conditions |
Forms
Assessment Cover Sheet
BSBRKG302B - Undertake disposal
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Assessment Record Sheet
BSBRKG302B - Undertake disposal
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