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Elements and Performance Criteria

1. Identify records to be stored.
   • Identify purpose(s) of records to be maintained in relation to customer requirements, quality system or production requirements.
   • Identify requirements for completion of workplace records in accordance with workplace procedures.
   • Record and collate information ensuring appropriate information and any samples are included in an appropriate manner.
2. Maintain document filing arrangements.
   • Identify organisation system for records.
   • File records following workplace conventions.
   • Deal with obsolete or non-conforming records following workplace procedures.
3. Respond to information requests.
   • Interpret requests for information and prioritise.
   • Identify information requested and provide information within required workplace policies and time frames.
4. Organise file movements.
   • Identify files to be relocated.
   • Complete records of movement and file following workplace procedures.
5. Maintain security of workplace records.
   • Identify security requirements for workplace records.
   • Maintain security arrangements for files.
   • Notify (any) security breaches to appropriate personnel.

Required Skills

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

Knowledge of organisation standard procedures work instructions and relevant regulatory requirements along with the ability to implement them within appropriate time constraints relevant to the job

Knowledge and skills in organising and maintaining a records system including

identification and correct use of record keeping processes and procedures

records generated at various stages of the production workflow and records access requirements

focus of operation of record systems and equipment

importance of records held and relevant procedures to maintain records to minimise time delays in accessing records

maintenance of information for suppliers customers and the enterprise

Competence also includes the ability to

plan own work including predicting consequences and identifying improvements

identify and describe own role and role of other employees in maintaining workplace records

Language literacy and numeracy requirements

This unit requires the ability to read and interpret typical product specifications job sheets work instructions and material labels as provided to operators

Writing is required to the level of completing workplace forms and reports

Numeracy is also required to the extent required by production data work instructions and procedures

Evidence Required

The Evidence Guide provides advice on assessment and must be read in conjunction with the Performance Criteria required skills and knowledge the Range Statement and the Assessment Guidelines for this Training Package

Overview of assessment

A holistic approach should be taken to the assessment

Assessors must be satisfied that the person can consistently perform the unit as a whole as defined by the Elements Performance Criteria and skills and knowledge

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

It is essential that competence is demonstrated in the knowledge and skills defined in this unit These may include the ability to

identify and implement appropriate work processes for the filing and retrieval of workplace information

identify and take appropriate action on problems and potential problems

Consistent performance should be demonstrated For example look to see that

records are consistently filed and accessed in accordance with workplace procedures

security precautions appropriate to the records are applied at all times

Assessment method and context

Assessment will occur onthejob or in a simulated workplace

Competence in this unit may be assessed

by direct observation and accessing the workplace records system

in a situation allowing the generation of evidence of the ability to recognise anticipate and solve problems

by using a suitable simulation andor a range of case studiesscenarios

through a combination of these techniques

In all cases it is expected that practical assessment will be combined with targeted questioning to assess the underpinning knowledge and theoretical assessment will be combined with appropriate practicalsimulation or similar assessment Assessors need to be aware of any cultural issues that may affect responses to questions

Assessment processes and techniques must be culturally appropriate and appropriate to the oracy language and literacy capacity of the assessee and the work being performed

Specific resources for assessment

This section should be read in conjunction with the Range Statement for this unit of competency Resources required include suitable access to an operating plant or equipment that allows for appropriate and realistic simulation A bank of case studiesscenarios and questions will also be required to the extent that they form part of the assessment method Questioning may take place either in the workplace or in an adjacent quiet facility such as an office or lunchroom No other special resources are required

Access must be provided to appropriate learning andor assessment support when required Where applicable physical resources should include equipment modified for people with disabilities

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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. Add any 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.

Where reference is made to industry codes of practice, and/or Australian/international standards, the latest version must be used.

Context

This competency applies to all work environments in the industry.

Work is governed by established workplace procedures, and extent of authority for adjustments and other work activities are defined

Procedures

All operations are performed in accordance with procedures.

Procedures include all relevant workplace procedures, work instructions, temporary instructions and relevant industry and government codes and standards.

Documentation

This unit of competency includes sources of documentation such as:

production reports

job specifications

production capability statements/specifications

relevant workplace procedures and policies

quality standards

enterprise manuals

machine or equipment instructions and readouts

manufacturer specifications

materials safety data sheets

reliability, human resource, financial and production information

relevant agreements, codes of practice and other legislative requirements.

Filing systems may be manual or computerised.

Problems

Anticipate and solve problems means resolve a wide range of routine and non-routine problems, using product and process knowledge to develop solutions to problems which do not have a known solution/s recorded in the procedures.

Typical problems may include:

lost files

misfiling

poor controls

insufficient space/storage facilities

incorrect destruction of records.

Appropriate action for problems outside of area of responsibility may be reported to

an appropriate person.

Appropriate action for solving problems within area of responsibility includes asking

questions and seeking assistance from appropriate persons/sources

Variables

Key variables to be monitored include:

retention schedules

records movements and location.

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