Elements and Performance Criteria
- Identify range of records required
- Specific information required by the user is identified from interpretation of the user request and clarified where initial request is unclear
- Range of records likely to contain the information required by the user is identified from analysis of the request
- Availability of the required records is accessed using appropriate finding aids and record keeping system
- Where the information required exceeds own ability to meet the request, user is referred to an appropriate colleague or list of external organisation/s
- Gather required records
- Range of records likely to contain the information required by the user is obtained and analysed for the required content
- Information is extracted as required and is prepared in line with the request
- Specific records satisfying user requirements are gathered in accordance with organisational procedures
- Records are tracked to record change in location and use by the requesting user in accordance with record keeping system rules and organisational procedures
- Obstacles to obtaining specific records within the specified time are explained to the user and a revised timeline is agreed
- Interpret and administer access rules and procedures
- User requesting the record is identified and access rules and procedures category are confirmed in accordance with organisational procedures
- Access restriction rules and guidelines are applied to the records requested and to match the user access category
- Where access restriction rules and guidelines prevent access to the user, the decision is recorded and the user is informed of their rights to a review of the decision
- Where partial access restriction is determined, the restricted portions of the records or information and the basis of the restriction are identified and documented
- Provide information in response to user requests
- Specific records or portions thereof, information and/or records are protected to prevent access as required, in accordance with access rules and organisational procedures
- Requested information is prepared for the user in an appropriate format, in accordance with initial request and organisational procedures
- All access rules, record preservation requirements, specified timelines and work health and safety (WHS)/occupational health and safety (OHS) guidelines are adhered to
- Records retrieved and used to provide information are documented according to system rules and organisational procedures