BSBLIB401
Record and maintain collection information


Application

This unit describes the skills and knowledge required to source collection information, and focuses on the maintenance and integrity of collection material records.

It applies to individuals who work autonomously within established guidelines, with responsibility for planning, monitoring and completing work activities.

No licensing, legislative or certification requirements apply to this unit at the time of publication.


Elements and Performance Criteria

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

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

1 Record collection information

1.1 Confirm collection material to be recorded, and associated timelines

1.2 Handle material in a manner which ensures its integrity according to organisational access requirements

1.3 Research relevant information sources to establish information for fields of information

1.4 Enter data into collection records following organisational procedures and guidelines

1.5 Follow legal constraints and cultural protocols regarding data protection and management

1.6 Process records, applying suitable formats

2 Maintain information records

2.1 Update or transfer information according to organisational policies and procedures

2.2 Protect confidential information and adhere to copyright requirements for record storage

2.3 Store records safely and according to organisational procedures

3 Improve information recordkeeping

3.1 Resolve record maintenance problems within scope of own job role or refer to relevant personnel as required

3.2 Seek feedback on own work performance and note areas for improvement

3.3 Identify opportunities to improve recordkeeping of collection information and recommend to relevant personnel

Evidence of Performance

Evidence of the ability to:

access relevant information sources

enter information into records accurately

interpret and distil information for record-keeping purposes

apply collection record-keeping formats and protocols.

Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.


Evidence of Knowledge

To complete the unit requirements safely and effectively, the individual must:

identify and describe copyright, moral rights, intellectual property and privacy issues and legislation relevant to keeping records of collections

list key requirements of current industry record-keeping systems

analyse and describe ethical and cultural issues that impact collection record-keeping, including those for Aboriginal or Torres Strait Islander material

describe handling procedures and identification techniques for collection material

locate and interpret information sources relevant to collections

interpret organisational procedures and guidelines for collection record-keeping

describe principles of access and accountability in collection record-keeping

identify and explain sources of curatorial and conservation advice.


Assessment Conditions

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the Library – Collection Management field of work and include access to:

use of current industry record-keeping systems

access to organisational procedures and guidelines, collection items and other relevant information sources.

Assessors of this unit must satisfy the requirements for assessors in applicable vocational education and training legislation, frameworks and/or standards.


Foundation Skills

This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance.

Skill

Performance

Criteria

Description

Reading

1.3, 1.5, 1.6. 2.1-2.3, 3.1, 3.3

Interprets key information and data from a range of sources to determine and complete work requirements

Writing

1.1, 1.4, 1.6, 2.1, 3.1-3.3

Applies correct formats in line with organisational records processing policies and procedures

Prepares recommendations for continuous improvement of records processing and recording

Produces workplace documentation using appropriate vocabulary and formats, and correct grammatical structures and conventions

Oral Communication

1.1, 3.1-3.3

Listens and responds to instructions and feedback to ensure correct recording and maintenance of collection information

Uses appropriate tone and language when communicating with others

Numeracy

1,1, 1.3-1.6, 2.1, 3.3

Interprets numerical information and applies basic mathematical calculations relating to measurement, tracking and retrieval of collections data

Works with and complies with sequential numerical record-keeping systems requirements

Navigate the world of work

1.1, 1.2, 1.4, 1.5, 2.1-2.3, 3.1

Takes personal responsibility for meeting deadlines and following explicit and implicit policies, procedures and legislative or regulatory requirements

Interact with others

1.1, 3.1-3.3

Collaborates and cooperates with others to achieve outcomes

Get the work done

1.1-1.3, 3.1, 3.3

Takes responsibility for planning, sequencing and prioritising tasks and own workload for efficiency and effective outcomes

Accepts responsibility for addressing predictable problems and initiates standard procedures in response, applying problem solving processes in determining a solution

Uses digital technologies and systems to access information, search and enter data, present information and communicate with others, cognisant of data security and safety

Uses analytical and lateral thinking to review practices and suggest improvements


Sectors

Library – Collection Management