Application
This unit describes the skills and knowledge required to classify, register, and track records and information about records within a business or records system.
It applies to individuals who follow guidelines and processes to make judgements on record status and classification. They work under supervision or in consultation with more senior staff to support effective recordkeeping and governance practices across the organisation.
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. Identify records for capture | 1.1 Categorise incoming material and identify records, metadata and formats for capture 1.2 Assess incoming material against organisational checklist for determining what material needs to be captured 1.3 Administer material which does not need to be registered 1.4 Locate, remove or copy record, when action is complete, from the active business or records system |
2. Classify records | 2.1 Match identified transaction, action or activity documented by records to organisation’s classification scheme 2.2 Select full classification and sentencing of records in accordance with the system’s rules and organisational procedures 2.3 Link classified or sentenced records to other records in business or records system 2.4 Select indexing points (cross-reference terms) for records in accordance with system’s rules and organisational procedures |
3. Register records | 3.1 Select and record unique identifiers for records in accordance with business or records system rules and procedures 3.2 Register records into business or records system 3.3 Document and forward records to appropriate locations or officers, observing any special handling requirements of the record format |
4. Track records | 4.1 Determine unique identifiers of records from requests or instructions 4.2 Obtain storage location, history and information of records from business or records system 4.3 Update and amend information about records 4.4 Complete all transactions within designated timeframes 4.5 Complete and obtain appropriate documentation or reports |
5. Audit records | 5.1 Locate records with action officer and in storage areas, in accordance with supervisor’s instructions 5.2 Audit records against predetermined criteria in accordance with organisational procedures and quality program 5.3 Document and report any discrepancies |
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 | 1.1, 1.2, 2.1, 2.2, 2.4, 4.1, 4.3, 4.4, 5.2 | Interprets information from a range of texts to determine organisational requirements Reviews records against set criteria to identify discrepancies |
Writing | 3.1-3.3, 4.3, 4.4, 4.5, 5.2, 5.3 | Documents, updates and amends information accurately and in required format Prepares reports according to organisational requirements |
Oral Communication | 4.1, 5.1, 5.3 | Uses active listening and questioning techniques to confirm requirements and clarify information Uses clear language, appropriate to audience, to circulate information |
Numeracy | 3.1, 3.2, 5.2 | Recognises and uses numerical record-keeping systems Recognises and compares numerical data embedded in records |
Navigate the world of work | 2.2, 2.4, 3.1, 5.2 | Takes some personal responsibility for following organisational procedures and protocols |
Interact with others | 3.3, 4.1, 4.5, 5.1, 5.3 | Chooses appropriate method and format for communicating and seeking information |
Get the work done | 1.1-1.4, 2.1-2.4, 3.1, 3.2, 4.1, 4.2, 4.4, 4.5 | Plans routine tasks according to set procedures, taking some responsibility for timing Takes responsibility for routine low-impact decisions within familiar situations |
Sectors
Knowledge Management – Recordkeeping