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Elements and Performance Criteria

1. Establish activities and functions documented by records
   • Identify and document actions, activities and jurisdiction by which records are generated
   • Establish boundaries and relationships of activities and functions of records, and check these against a functional analysis of the organisation
   • Identify creators of records by mapping them to the parts of the organisation responsible for functions or activities
   • Establish and document changes to functions or activities from the records, and verify against other appropriate sources over the time period of the records
2. Analyse the context of records and systems
   • Identify and describe previous or subsequent records or series to place records in their context, in accordance with organisational standards
   • Identify changes to business or records systems which have occurred over time, including any anomalies to the systemic order of records
   • Identify and describe creators of records, including their accountabilities and functional responsibilities
   • Identify specific records by nature of their content, similar function, or systemic relationship
   • Document and report on the system and records, including identifying any changes and anomalies, in accordance with organisational standards
3. Document reconstruction of the business or records system
   • Identify and document elements of the business or records system from records
   • Identify and document records series in accordance with organisational standards and procedures
   • Establish control where no system is apparent, or where system is inadequate to maintain control of records, by capturing records in accordance with organisational standards and procedures

Required Skills

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 problemsolving and analysis skills to interpret and apply principles of business or records systems 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 from all forms of government regulations standards and documentation that may affect aspects of business operations such as AS AGLS Metadata element set AS Work process analysis for recordkeeping AS ISO Records management AS ISO Information and documentation Records management processes Metadata for records Principles Australian Stock ExchangeASX 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

Evidence Required

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 interpreting the concepts of records series and records systems applying the concepts of records systems and series to an analysis of information about records in relation to organisational activities knowledge of different systems for creating and managing records in the reconstruction of records systems
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 onthejob performance by the candidate review of documentation outlining elements of the business or records system 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 other business services units other knowledge management units

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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. 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.
Jurisdiction may include:	government non-profit personal private profit public sector
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
Sources may include:	information relating to public entities: annual reports gazettes hansards interviews legislation minutes news clippings policies related records information relating to private entities: company records interviews obituaries personal letters information from sources external to the entities: administrative histories annual reports and other corporate publications biographies literature organisational histories
Context may include:	chronological context: complexity of records and changes over time date of creation date-range and size of records series organisational or functional context: complexity of system including anomalies and exception to system rules industry sector method of original records registration multiplicity of activities paper-based systems where the control records (registers, indexes, thesaurus) are discrete series computerised systems in which the records are stored attached to their metadata (single series or systems to multiple series and multiple systems) political or social environment position of creator or range of creators of records within the organisation records may be generated in a business system for a variety of functions and activities, or they may be part of a records management system
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
Control may include:	archival control systems current business or records systems storage facilities systems

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