Application
This unit describes the skills and knowledge required to receive a request and to deliver the record or information about the record.
It applies to individuals who follow established guidelines and processes to assist them to carry out their work. They work under supervision or in consultation with more senior staff or users of the system to locate records.
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. Locate/retrieve records required | 1.1 Identify and refine search criteria and keywords (or other control information) to retrieve records, in consultation with person making request 1.2 Adopt a systematic approach to details that are difficult to determine 1.3 Search business or records system to retrieve records according to agreed criteria 1.4 Locate or retrieve records to match request |
2. Ensure security of records | 2.1 Identify person requesting the record and confirm the access category, in accordance with organisational procedures 2.2 Check security and access clearance documents to match with category of identified person requesting the record 2.3 Where necessary, inform user of access denial in accordance with organisational procedures |
3. Provide required information or records | 3.1 Mask specific records, or portions thereof, to prevent access where required 3.2 Prepare information for person requesting the record in an appropriate format 3.3 Deliver record, or record information, within the specified timeframes 3.4 Document the process |
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, 1.3, 2.1, 2.2, 3.1 | Identifies, interprets, checks and compares a range of information to inform effective and compliant actions |
Writing | 1.1, 2.3, 3.2, 3.4 | Accurately inputs information and documents details of record retrieval process Prepares required information in accordance with organisational procedures |
Oral Communication | 1.1, 2.1, 2.3 | Asks questions and listens to responses to confirm and clarify requests Provides information according to organisational procedures |
Numeracy | 1.3 | Recognises and uses numerical systems associated with recordkeeping systems |
Navigate the world of work | 2.1, 2.3 | Takes some personal responsibility for following organisational procedures |
Get the work done | 1.1-1.4, 2.1, 2.2, 3.1, 3.3 | Plans and implements routine tasks according to set processes, taking some responsibility for timing Takes responsibility for the outcomes of routine decisions related directly to own role Understands the importance of secure information and takes some responsibility for identifying and managing risk factors |
Sectors
Knowledge Management – Recordkeeping