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Elements and Performance Criteria

1. Track record
2. Unique record identifier to be located is determined from request or instructions
3. Location of record is obtained from records system in accordance with records system rules and organisational procedures
4. History of record location is obtained from records system in accordance with records system rules and organisational procedures
5. Information about record is obtained from records system in accordance with records system rules and organisational procedures
6. Information about record is updated and amended in accordance with organisational procedures
7. All transactions on the records system are completed within the designated timeframe
8. Conduct a file audit
9. Files are physically located with action officer and in storage areas, in accordance with supervisor instructions
10. Discrepancies between nominal and actual record locations are identified
11. Supervisor is clearly/specifically informed/notified of any discrepancies and/or issue
12. Unacceptable record keeping practices are observed and noted during audit activities, in accordance with organisational procedures
13. Information about any anomalous record is updated and amended in accordance with organisational procedures
14. Reconciliation statement is prepared and forwarded to supervisor in accordance with organisational procedures and records system procedures
15. Prepare reports from records system
16. Reports are prepared from system in accordance with supervisor instructions or requests
17. Reports are prepared in accordance with workplace procedures and records system procedures
18. All reports from the records system are prepared within the designated timeframe
19. Prepare staff lists
20. Staff and user lists are checked and updated to accord with the current locations and designations of organisational staff members in accordance with supervisor instructions
21. Staff and user lists are duplicated and circulated to all those requiring copies, in accordance with supervisor instructions
22. Implement disaster recovery procedures
23. Policies and procedures are identified for disaster recovery
24. Recovery actions are undertaken in accordance with workplace procedures and scope of authority
25. Appropriate personnel are informed of actions taken in accordance with workplace procedures

Range Statement

Range is restricted to essential operating conditions and any other variables essential to the work environment.

Non-essential conditions can be found in the Companion Volume Implementation Guide.

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Performance Evidence

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria on at least one occasion and include:

adapting to differences in equipment in accordance with standard operating procedures applying precautions and required action to minimise, control or eliminate hazards that may exist during work activities communicating and working effectively with others when maintaining control of records completing documentation related to maintaining control of records identifying, selecting and using equipment efficiently and effectively for maintaining control of records implementing contingency plans maintaining security and confidentiality of material modifying activities depending on operational contingencies, risk situations and environments monitoring and auditing records monitoring and prioritising work activities in terms of planned schedule operating electronic communications equipment to required protocol planning own work including predicting consequences and identifying improvements preparing relevant reports reading, interpreting and applying instructions, legislation, procedures and information relevant to maintaining control of records reporting and/or rectifying identified problems promptly, in accordance with regulatory requirements and workplace procedures using a range of information technology devices including computers, radio frequency devices, electronic data exchange systems.

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Knowledge Evidence

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria and include knowledge of:

housekeeping standards and procedures operational workflow within a records management system operational work systems, equipment, management and site operating systems for maintaining control of records as part of a records management process problems that may occur with maintaining control of records and appropriate action that can be taken to resolve these problems regulations relevant to maintaining control of records as part of a records management process types of equipment used in maintaining control of records and the precautions and procedures that should be followed in their use workplace procedures and policies for maintaining control of records including policies on confidentiality and security of information and records.

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