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

TLIT507C Mapping and Delivery Guide
Provide information from and about records

Version 1.0
Issue Date: April 2024


Qualification -
Unit of Competency TLIT507C - Provide information from and about records
Description This unit involves the skills and knowledge required to provide information from and about records in accordance with workplace procedures. It includes identifying the range of records required, gathering the required records, interpreting and administering access rules and procedures, and providing the information in response to users requests.
Employability Skills The required outcomes described in this unit of competency contain applicable facets of Employability Skills. The Employability Skills Summary of the qualification in which this competency is packaged will assist in identifying employability skill requirements.
Learning Outcomes and Application Work must be carried out in accordance with regulations and workplace requirements relevant to a record management process.Work is generally performed under some supervision, within a team/group environment. It involves the application of regulatory requirements and workplace procedures to provide information from or about records as part of record management processes in the transport, warehousing, distribution and/or storage industries.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites Not applicable.
Competency Field
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: Identify range of records required
  • The specific information required by the user is identified from interpretation of the user's 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
  • The availability of the required records is accessed using appropriate finding aids and record keeping system
  • Where the information required exceeds the staff member's ability to meet the request, the user is referred to an appropriate colleague or external organisation
       
Element: Gather required records
  • Range of records likely to contain the information required by the user is obtained and analysed for the required information content
  • Information is extracted, where required, and information is prepared in line with the request
  • Specific records satisfying the requirements of the user are gathered together in accordance with organisational procedures
  • Records are tracked to record change in location and use by the requesting user in accordance with the record keeping system rules and organisational procedures
  • Any obstacles to obtaining specific records within the specified time are explained to the user and a revised timeline agreed
       
Element: Interpret and administer access rules and procedures
  • Person 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 access category of the user
  • 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 restriction to access is determined, the portions of the records or information which must be restricted are identified and documented, together with the basis of the restriction
       
Element: Provide the information in response to users' requests
  • Where appropriate, specific records, or portions thereof, information and/or records are protected to prevent access, in accordance with access rules and organisational procedures
  • Requested information is prepared for the user in an appropriate format and in accordance with the initial request and organisational procedures
  • All access rules, record preservation requirements, specified timelines and occupational health and safety guidelines are adhered to
  • The records retrieved and used to provide information are documented according to the system rules and organisational 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 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, and/or

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 and/or equipment, and/or

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 written/oral tests

Practical assessment must occur:

through appropriately simulated activities at the registered training organisation, and/or

in an appropriate range of situations in the workplace

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 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 OH&S 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 and/or 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 OH&S standards

Maintain security and confidentiality of material

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

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
The specific information required by the user is identified from interpretation of the user's 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 
The availability of the required records is accessed using appropriate finding aids and record keeping system 
Where the information required exceeds the staff member's ability to meet the request, the user is referred to an appropriate colleague or external organisation 
Range of records likely to contain the information required by the user is obtained and analysed for the required information content 
Information is extracted, where required, and information is prepared in line with the request 
Specific records satisfying the requirements of the user are gathered together in accordance with organisational procedures 
Records are tracked to record change in location and use by the requesting user in accordance with the record keeping system rules and organisational procedures 
Any obstacles to obtaining specific records within the specified time are explained to the user and a revised timeline agreed 
Person 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 access category of the user 
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 restriction to access is determined, the portions of the records or information which must be restricted are identified and documented, together with the basis of the restriction 
Where appropriate, specific records, or portions thereof, information and/or records are protected to prevent access, in accordance with access rules and organisational procedures 
Requested information is prepared for the user in an appropriate format and in accordance with the initial request and organisational procedures 
All access rules, record preservation requirements, specified timelines and occupational health and safety guidelines are adhered to 
The records retrieved and used to provide information are documented according to the system rules and organisational procedures 

Forms

Assessment Cover Sheet

TLIT507C - Provide information from and about 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

TLIT507C - Provide information from and about 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: