Application
This unit applies to individuals requiring some understanding of relevant theoretical knowledge relating to recordkeeping functions. It is not assumed that individuals at this level would have responsibility for supervising the work of others; however it is assumed that as a recordkeeping practitioner their work will support effective recordkeeping and governance practices across the organisation. |
Elements and Performance Criteria
ELEMENT | PERFORMANCE CRITERIA |
1. Research records and recordkeeping systems | 1.1. Identify purpose of records and recordkeeping systems 1.2. Define characteristics of records 1.3. Select appropriate recordkeeping system characteristics 1.4. Research theories and principles of recordkeeping |
2. Review recordkeeping context | 2.1. Define environmental context of records and recordkeeping systems 2.2. Research factors which may influence present or future needs of records or recordkeeping systems 2.3. Identify needs of stakeholders, agents and users of records 2.4. Research theories and principles relating to recordkeeping environment or context |
3. Document recordkeeping processes and practices | 3.1. Collate, analyse and document recordkeeping processes and practices 3.2. Write report on outcomes of research 3.3. Develop recommendations for future activity |
Required Skills
|
Required skills |
literacy skills to review records and recordkeeping frameworks problem-solving and analysis skills to interpret records management principles and practices. |
Required knowledge |
key provisions of relevant legislation from all forms of government, regulations, standards and documentation that may affect aspects of business operations, such as: AS 5044.1:2002 AGLS Metadata element set AS 5090:2003 Work process analysis for recordkeeping AS ISO 15489:2004 Records management AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles Australian Stock Exchange(ASX) Principles of Good Corporate Governance ethical principles codes of practice privacy and freedom of information archives and records legislation occupational health and safety organisational business functions, structure and culture. |
Evidence Required
The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package. | |
Overview of assessment | |
Critical aspects for assessment and evidence required to demonstrate competency in this unit | Evidence of the following is essential: a report which documents the details of recordkeeping functions and processes within a recordkeeping system, and which demonstrates understanding of the requirements of good recordkeeping practices knowledge of relevant legislation, regulations and standards. |
Context of and specific resources for assessment | Assessment must ensure: access to examples of records, recordkeeping systems and policies. |
Method of assessment | A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: assessment of written reports direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate observation of presentations oral or written questioning to assess knowledge and understanding |
Guidance information for assessment | Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: administration units other recordkeeping units. |
Range Statement
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included. | |
Purpose of records and recordkeeping systems may include: | providing evidence of and information about, social and business activities relation to context in which records are created individual, organisation and social accountability, and memory |
Records may include: | different stages of use: active archival digital: remote drives servers CDs DVDs imaging systems PC-based applications mainframe physical: audio-visual or multimedia graphic microform paper-based (acid free or multiple copies variety of sources: already in the custody of the organisation in the process of being transferred between organisations |
Characteristics of records may include: | authenticity documentation of social or business activity outcome integrity reliability useability |
Purpose of recordkeeping systems may include: | capturing, managing and preserving records and information compliance enabling access of records to meet requirements as specified by businesses or communities |
Recordkeeping systems characteristics may include: | aggregations context entities metadata |
Theories and principles of recordkeeping may include: | accessibility of records administrative change advocacy and education of value of records for memory appraisal theories arrangement and description classification schemes custody principles ethics and codes of practice life cycle theory mandate and ownership of business process original order provenance record continuum theory risk principles systems of control |
Environmental context may include: | business environments community expectations governance frameworks legislative and regulatory mandates relevant recordkeeping principles and standards |
Factors which may influence present or future needs may include: | advances in recordkeeping best practice changing expectations and/or needs of individuals, organisations, communities or society technological change value of records over time |
Needs of stakeholders, agents and users of records may include: | culture and language of individuals, organisations or communities educational requirements levels of expertise and knowledge perspective of stakeholders |
Theories and principles relating to recordkeeping environment or context may include: | administrative change information management frameworks legal mandates and ownership of business process principles of risk management provenance |
Documentation relating to recordkeeping processes and practices may include: | business and systems analysis capturing records care and handling classification context custody disposal functional requirements metadata preservation reference and access storage |
Sectors
Unit sector |
Competency Field
Knowledge Management - Recordkeeping |
Employability Skills
This unit contains employability skills. |
Licensing Information
Not applicable.