Assessor Resource

BSBRKG506A
Develop and maintain terminology and classification schemes

Assessment tool

Version 1.0
Issue Date: May 2024


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 those who work closely with other staff members throughout an organisation, and who may also have individual responsibility for the development and implementation of systems, or may be working in a specialist recordkeeping environment such as archives.

Generally, where no formal vocabulary controls exist in an organisation there is a form of controlled titling. This unit covers the formalisation of such informal schemes. Vocabulary control, or controlled language, is commonly called a 'thesaurus' in some sectors of the recordkeeping industry.

Where a new system of vocabulary controls is put in place, or amendments to current controls are introduced, many organisations may choose to implement training or development programs to assist users with implementation.

This unit describes the performance outcomes, skills and knowledge required to develop new or modified vocabulary controls and classification schemes for business or records systems based on an organisation's functions and activities.

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:

translating elements of a functional analysis to a coherent, logical, multi-level scheme of terms appropriate to the organisational context

consistently analysing and classifying usage of descriptive terms in detail .

Context of and specific resources for assessment

Assessment must ensure:

access to an actual workplace or simulated environment

access to office equipment and resources

access to examples of records, recordkeeping system and policies

access to workplace reference materials such as procedural manuals and company policy.

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 methodology prepared for the validation process

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.

Required skills

communication skills to consult with practitioners, staff members, customers, and others to elicit relevant information for analysis

literacy skills to read and interpret nature of record content, functions and problems

problem-solving and analysis skills to apply rules of classification

self management skills to accurately record metadata.

Required knowledge

construction and use of language in the organisation in relation to recordkeeping (past and present)

key provisions of relevant legislation, regulations from all forms of government, 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, 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.

Examining the work of an organisation may include review of:

annual reports

controlled language schemes from existing and other organisations

legislation

memoranda and articles

organisational charts

policies

procedural manuals

publicity brochures and leaflets

service directories

strategic and business plans

Other relevant materials and documents may include:

organisational charts

policies

procedural manuals

service directories

strategic and business plans

vocabulary control tools from other organisations

Classification may be organised by:

body of knowledge

organisation function and/or activity

subject

Draft classification scheme should include:

hierarchical structure, that is specific to an organisation

sufficient classes and sub-classes to include all business functions and activities being documented

terminology in accordance with organisational and industry standards for terminology and usage

Methodology for the validation process may include:

focus groups

interviews

number and location of sites

resources available

size of organisation

survey

targeting and involvement of key individuals and groups

testing

time available

user-driven

Final report may include:

implications for implementation

inclusion in organisational policy

provision for review

scope of compliance

Appropriate individual or body for review may include:

business managers

business owner

nominated senior management representative/s

senior management team

system users

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
Examine work of an organisation to identify terminology that may reflect business functions and activities 
Review and analyse functional analyses for the basis of terminology and classification schemes 
Review other relevant materials and documents to analyse potential impact on vocabulary controls and classification scheme 
Examine any existing classification schemes and terminology to assess for currency and coverage 
Examine representative samples of records to confirm extent to which an existing classification scheme and terminology have been implemented 
Prepare draft vocabulary controls and titling rules 
Ensure draft vocabulary controls reflect organisation's business culture, operational realities and business language 
Identify broad classification groups from a functional analysis 
Analyse and decompose broad classification groups to the level required for an organisation's use 
Document draft classification scheme 
Prepare methodology for the validation process taking local imperatives and environment into consideration 
Conduct consultation with users to identify issues, problems, inconsistencies and any required amendments or additions to draft classification scheme, existing language and vocabulary controls 
Conduct testing and encourage feedback from users to identify any problems and inconsistencies with draft classification scheme and terminology 
Document outcomes throughout the validation process 
Prepare classification scheme and terminology from validation and research 
Undertake negotiations with competing interests within the organisation to ensure common understanding and appropriateness of work use and definitions 
Note where existing system requires modification, and prepare specific recommendations in accordance with organisational guidelines 
Prepare final report of terminology and classification scheme, in accordance with organisational practice and Australian Standards and international standards 
Seek formal endorsement from appropriate individual or body through submission of revised, amended and completed classification scheme 

Forms

Assessment Cover Sheet

BSBRKG506A - Develop and maintain terminology and classification schemes
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I declare that the assessment tasks submitted for this unit are my own work.

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Assessment Record Sheet

BSBRKG506A - Develop and maintain terminology and classification schemes

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

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