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Elements and Performance Criteria

  1. Identify range of records required
  2. Gather required records
  3. Interpret and administer access rules and procedures
  4. Provide the information in response to users' requests

Required Skills

REQUIRED KNOWLEDGE AND SKILLS

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

Required knowledge

Regulations relevant to the provision of information from or about records as part of a records management process

Relevant OHampS and environmental protection procedures and guidelines

Workplace procedures and policies for the provision of information from or about records including policies on confidentiality and security of information and records

Focus of operation of work systems equipment management and site operating systems for the provision of information from or about records as part of a records management process

Problems that may occur when providing information from or about records and appropriate action that can be taken to resolve the problems

Operational workflow within a records management system

Types of equipment used in the provision of information from or about records and the precautions and procedures that should be followed in their use

Housekeeping standards and procedures required in the workplace

Site layout and obstacles

Required skills

Communicate effectively with others when providing information from or about records

Read and interpret instructions and procedures relevant to the provision of information from or about records

Interpret and follow operational instructions and prioritise work

Complete documentation related to the provision of information from or about records

Operate electronic communication equipment to required protocol

Work collaboratively with others when providing information from or about records

Adapt appropriately to cultural differences in the workplace including modes of behaviour and interactions with others

Promptly report andor rectify any identified problems that may occur when providing information from or about records in accordance with regulatory requirements and workplace procedures

Apply precautions and required action to minimise control or eliminate hazards that may exist during work activities

Plan own work including predicting consequences and identifying improvements

Monitor work activities in terms of planned schedule

Modify activities depending on differing operational contingencies risk situations and environments

Work systematically with required attention to detail without injury to self or others or damage to goods or equipment

Identify select and efficiently and effectively use equipment for the provision of information from or about records

Use a range of information technology devices including computers radio frequency devices electronic data exchange systems etc

Adapt to differences in equipment in accordance with standard operating procedures

Select and use required personal protective equipment conforming to industry and OHampS standards

Maintain security and confidentiality of material

Evidence Required

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria required knowledge and skills the range statement and the assessment guidelines for this Training Package

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

The evidence required to demonstrate competency in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria of this unit and include demonstration of applying

the underpinning knowledge and skills

relevant legislation and workplace procedures

other relevant aspects of the range statement

Context of and specific resources for assessment

Performance is demonstrated consistently over a period of time and in a suitable range of contexts

Resources for assessment include

a range of relevant exercises case studies and other simulated practical and knowledge assessment andor

access to an appropriate range of relevant operational situations in the workplace

In both real and simulated environments access is required to

relevant and appropriate materials andor equipment andor

applicable documentation including workplace procedures regulations codes of practice and operation manuals

Method of assessment

Assessment of this unit must be undertaken by a registered training organisation

As a minimum assessment of knowledge must be conducted through appropriate writtenoral tests

Practical assessment must occur

through appropriately simulated activities at the registered training organisation andor

in an appropriate range of situations in the workplace


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.

Work may be conducted:

in a range of work environments

by day or night

Customers may be:

internal or external

Workplaces may comprise:

large, medium or small worksites

Workplace environment may include movement of:

equipment

goods

products

materials

vehicular traffic

Records may be:

paper- or electronically-based

Storage requirements may include records in various modes such as:

paper-based

computer disks and reels

CD-ROM

microfiche

film

audio

The information service is conducted as part of:

records management activities with the operator using discretion and judgement within established procedures. Boundaries of requests under freedom of information legislation and precedents may need to be considered. Interpretation of access clearances and privacy restrictions for records within particular levels of access and associated security releases may be required

Appropriate format for provision of information may include:

original

copy of original

hard or soft copy of original

digital

permission to view information/record

Hazards in the work area may include:

height and reach implications of storage facilities

dust and vapours

stationary and moving equipment, parts and materials

noise, light, energy sources

electrical equipment

humidity, air temperature, radiant heat

debris on floor

faulty racking

poorly stacked records or boxes

faulty equipment

Personal protective equipment may include:

gloves

safety headwear and footwear

safety glasses

protective clothing

high visibility clothing

OH&S requirements include:

manual handling

protective clothing

elimination/control of hazards

Communication in the work area may include:

phone

fax

email/internet

electronic data interchange (EDI)

RF systems

barcode readers

oral, aural or signed communications

Depending on the type of organisation concerned and the local terminology used, workplace procedures may include:

company procedures

enterprise procedures

organisational procedures

established or standard procedures

Consultative processes may involve:

workplace personnel including supervisors and managers

customers/clients

suppliers and contractors

union representatives

industrial relations and OH&S specialists

other professional or technical staff

Information/documents may include:

job specifications and workplace operating procedures

relevant Australian or international standards pertaining to records management

storage specifications and requirements

manufacturers specifications for equipment/tools

supplier and/or client instructions

codes of practice including the National Standards for Manual Handling and the Industry Safety Code

relevant regulations including the privacy, confidentiality, access and security requirements

award, enterprise bargaining agreement, other industrial arrangements

standards and certification requirements

emergency procedures

quality assurance standards for records management

Applicable regulations and legislation may include:

relevant codes and regulations pertaining to records management

relevant Australian Standards relating to records management

relevant state/territory OH&S legislation

relevant state/territory environmental protection legislation

privacy and confidentiality legislation and regulations

freedom of information regulations

workplace relations regulations including equal opportunity, equal employment opportunity and affirmative action legislation

workers compensation regulations