Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

BSBRKG505B Mapping and Delivery Guide
Document or reconstruct a business or records system

Version 1.0
Issue Date: May 2024


Qualification -
Unit of Competency BSBRKG505B - Document or reconstruct a business or records system
Description This unit describes the performance outcomes, skills and knowledge required to document or reconstruct a business or records system and its context over time.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit applies to individuals who are required to demonstrate understanding of a broad knowledge base, incorporating theoretical concepts with substantial depth in some areas. The application is in relation to those who work closely with other members of an organisation and have individual responsibility for documenting or reconstructing systems, and to those who work in specialist recordkeeping environments, such as archives. The unit can be applied equally to all types of collections of records, although historically it has been understood to relate only to traditional archival work.A business or records system may need to be reconstructed for a variety of reasons, including:capturing into archival control systems for access and control purposeschanges to the system of control including computerisation or migration between systemstransfer of an organisation's ownership or control arising from amalgamation, takeover or bankruptcyadministrative change, closure of offices or changes in accommodation.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites
Competency Field Knowledge Management - Recordkeeping
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: 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
       
Element: 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
       
Element: 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
       


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

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 on-the-job 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.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

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

problem-solving 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 5044.1:2002 AGLS Metadata element set

AS 5090:2003 Work process analysis for recordkeeping

AS ISO 15489:2004 Records management

AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles

Australian Stock Exchange(ASX) 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.

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

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
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 
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 
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 

Forms

Assessment Cover Sheet

BSBRKG505B - Document or reconstruct a business or records system
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

BSBRKG505B - Document or reconstruct a business or records system

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: