- BSBRKG402B - Provide information from and about records
Assessor Resource
BSBRKG402B
Provide information from and about records
Assessment tool
Version 1.0
Issue Date: April 2024
This unit applies to individuals who are required to demonstrate understanding of a broad knowledge base incorporating some theoretical recordkeeping concepts. The application is in relation to individuals who may regularly be expected to access an organisation's business and records systems in response to enquiries from users of the systems and others.
This unit describes the performance outcomes, skills and knowledge required to respond as effectively as possible to enquiries from potential users of records, including using appropriate processes to access and provide information about 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: identifying records which accurately fulfil requests of users applying access and security rules in the provision of records and information knowledge of relevant legislation, regulations and standards. |
Context of and specific resources for assessment | Assessment must ensure: 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 requested information/records prepared oral or written questioning to assessknowledge 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 interview users to identify their records/information needs literacy skills to read and interpret nature of record content, functions and problems problem-solving and analysis skills to identify records and information requested self management skills to accurately record metadata research skills to identify, retrieve and organise information for users. |
Required knowledge |
construction and use of language in the organisation in relation to recordkeeping (past and present) 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 environmental context records characteristics organisational business functions, structure and culture organisational policies, strategies and procedures, particularly those relating to records access and security. |
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. | |
Identifying information or search criteria may include: | keywords control information |
Range of 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 |
Finding aids to ascertain the availability of records may include: | databases indexes microforms |
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 |
Obstacles may include: | cost inaccurate finding aids reluctance of individuals or organisations to provide records remoteness of location transaction of standard recordkeeping practices, such as disposal |
Access may include: | interpretation of clearances and privacy restrictions checking level of access and associated security releases |
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 |
|---|---|---|---|
| Identify specific information or search criteria required by user | |||
| Identify range of records likely to contain information required and ascertain their availability using appropriate finding aids and records systems | |||
| Obtain range of records likely to contain information required by user, and analyse content | |||
| Track records to record any change in location and use, in accordance with business or records system rules and organisational procedures | |||
| Explain to user any obstacles to obtaining specific records within specified time and agree a timeframe for provision of records | |||
| Identify person requesting record/s and confirm access category, in accordance with organisational procedures | |||
| Apply access restriction rules and guidelines to record/s requested to match access category of requester | |||
| Inform requester of their rights to review the decision where access restriction rules and guidelines prevent access | |||
| Prepare requested information/records in appropriate formats, and in accordance with organisational procedures and specified time lines | |||
| Mask specific records, or portions thereof, in accordance with access rules and organisational procedures | |||
| Document records retrieved and used to provide information, in accordance with business or records system operation and organisational procedures | |||
| Record new locations provided to user in accordance with system rules and organisational procedures | |||
| Deliver record, or record information, within specified timeframes |
Forms
Assessment Cover Sheet
BSBRKG402B - Provide information from and about records
Assessment task 1: [title]
Student name:
Student ID:
I declare that the assessment tasks submitted for this unit are my own work.
Student signature:
Result: Competent Not yet competent
Feedback to student
Assessor name:
Signature:
Date:
Assessment Record Sheet
BSBRKG402B - Provide information from and about records
Student name:
Student ID:
Assessment task 1: [title] Result: Competent Not yet competent
(add lines for each task)
Feedback to student:
Overall assessment result: Competent Not yet competent
Assessor name:
Signature:
Date:
Student signature:
Date: