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

TLIP2017 Mapping and Delivery Guide
Maintain control of records

Version 1.0
Issue Date: May 2024


Qualification -
Unit of Competency TLIP2017 - Maintain control of records
Description
Employability Skills
Learning Outcomes and Application This unit involves the skills and knowledge required to maintain control of records in the transport and logistics industry, in accordance with regulations and workplace requirements.It includes tracking records, conducting file audits, preparing reports from a records system, preparing staff lists, and implementing disaster recovery procedures. Work is generally performed under some supervision, within a team/group environment. No licensing, legislative or certification requirements apply to this unit at the time of publication.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.

As a minimum, assessors must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations, current at the time of assessment.

As a minimum, assessment must satisfy applicable regulatory requirements, which include requirements in the Standards for Registered Training Organisations, current at the time of assessment.

Assessment must occur in workplace operational situations where it is appropriate to do so; where this is not appropriate, assessment must occur in simulated workplace operational situations that replicate workplace conditions.

Assessment processes and techniques must be appropriate to the language, literacy and numeracy requirements of the work being performed and the needs of the candidate.

Resources for assessment include:

a range of relevant exercises, case studies and/or other simulations

relevant and appropriate materials, tools, equipment and personal protective equipment currently used in industry

applicable documentation including workplace procedures, regulations, codes of practice and operation manuals.
Prerequisites/co-requisites
Competency Field P - Administration and Finance
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: Track record
       
Element: Unique record identifier to be located is determined from request or instructions
       
Element: Location of record is obtained from records system in accordance with records system rules and organisational procedures
       
Element: History of record location is obtained from records system in accordance with records system rules and organisational procedures
       
Element: Information about record is obtained from records system in accordance with records system rules and organisational procedures
       
Element: Information about record is updated and amended in accordance with organisational procedures
       
Element: All transactions on the records system are completed within the designated timeframe
       
Element: Conduct a file audit
       
Element: Files are physically located with action officer and in storage areas, in accordance with supervisor instructions
       
Element: Discrepancies between nominal and actual record locations are identified
       
Element: Supervisor is clearly/specifically informed/notified of any discrepancies and/or issue
       
Element: Unacceptable record keeping practices are observed and noted during audit activities, in accordance with organisational procedures
       
Element: Information about any anomalous record is updated and amended in accordance with organisational procedures
       
Element: Reconciliation statement is prepared and forwarded to supervisor in accordance with organisational procedures and records system procedures
       
Element: Prepare reports from records system
       
Element: Reports are prepared from system in accordance with supervisor instructions or requests
       
Element: Reports are prepared in accordance with workplace procedures and records system procedures
       
Element: All reports from the records system are prepared within the designated timeframe
       
Element: Prepare staff lists
       
Element: 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
       
Element: Staff and user lists are duplicated and circulated to all those requiring copies, in accordance with supervisor instructions
       
Element: Implement disaster recovery procedures
       
Element: Policies and procedures are identified for disaster recovery
       
Element: Recovery actions are undertaken in accordance with workplace procedures and scope of authority
       
Element: Appropriate personnel are informed of actions taken in accordance with workplace 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.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Track record

1.1

Unique record identifier to be located is determined from request or instructions

1.2

Location of record is obtained from records system in accordance with records system rules and organisational procedures

1.3

History of record location is obtained from records system in accordance with records system rules and organisational procedures

1.4

Information about record is obtained from records system in accordance with records system rules and organisational procedures

1.5

Information about record is updated and amended in accordance with organisational procedures

1.6

All transactions on the records system are completed within the designated timeframe

2

Conduct a file audit

2.1

Files are physically located with action officer and in storage areas, in accordance with supervisor instructions

2.2

Discrepancies between nominal and actual record locations are identified

2.3

Supervisor is clearly/specifically informed/notified of any discrepancies and/or issue

2.4

Unacceptable record keeping practices are observed and noted during audit activities, in accordance with organisational procedures

2.5

Information about any anomalous record is updated and amended in accordance with organisational procedures

2.6

Reconciliation statement is prepared and forwarded to supervisor in accordance with organisational procedures and records system procedures

3

Prepare reports from records system

3.1

Reports are prepared from system in accordance with supervisor instructions or requests

3.2

Reports are prepared in accordance with workplace procedures and records system procedures

3.3

All reports from the records system are prepared within the designated timeframe

4

Prepare staff lists

4.1

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

4.2

Staff and user lists are duplicated and circulated to all those requiring copies, in accordance with supervisor instructions

5

Implement disaster recovery procedures

5.1

Policies and procedures are identified for disaster recovery

5.2

Recovery actions are undertaken in accordance with workplace procedures and scope of authority

5.3

Appropriate personnel are informed of actions taken in accordance with workplace procedures

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.

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.

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.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Track record

1.1

Unique record identifier to be located is determined from request or instructions

1.2

Location of record is obtained from records system in accordance with records system rules and organisational procedures

1.3

History of record location is obtained from records system in accordance with records system rules and organisational procedures

1.4

Information about record is obtained from records system in accordance with records system rules and organisational procedures

1.5

Information about record is updated and amended in accordance with organisational procedures

1.6

All transactions on the records system are completed within the designated timeframe

2

Conduct a file audit

2.1

Files are physically located with action officer and in storage areas, in accordance with supervisor instructions

2.2

Discrepancies between nominal and actual record locations are identified

2.3

Supervisor is clearly/specifically informed/notified of any discrepancies and/or issue

2.4

Unacceptable record keeping practices are observed and noted during audit activities, in accordance with organisational procedures

2.5

Information about any anomalous record is updated and amended in accordance with organisational procedures

2.6

Reconciliation statement is prepared and forwarded to supervisor in accordance with organisational procedures and records system procedures

3

Prepare reports from records system

3.1

Reports are prepared from system in accordance with supervisor instructions or requests

3.2

Reports are prepared in accordance with workplace procedures and records system procedures

3.3

All reports from the records system are prepared within the designated timeframe

4

Prepare staff lists

4.1

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

4.2

Staff and user lists are duplicated and circulated to all those requiring copies, in accordance with supervisor instructions

5

Implement disaster recovery procedures

5.1

Policies and procedures are identified for disaster recovery

5.2

Recovery actions are undertaken in accordance with workplace procedures and scope of authority

5.3

Appropriate personnel are informed of actions taken in accordance with workplace procedures

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.

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
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Forms

Assessment Cover Sheet

TLIP2017 - Maintain control of records
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

TLIP2017 - Maintain control of records

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: