This unit applies to individuals with understanding and specialist knowledge, with depth in some areas of business or records systems. The application is in relation to individuals with specialist knowledge in business or records systems. These people will generally be senior staff in a specialist recordkeeping environment with responsibility for a team, though they may also be individuals with sole responsibility for recordkeeping systems within larger enterprises.

Note that the record requirements for a given function tend to have a longer life span than any system developed to manage its records; this is particularly the case with computerised systems in which specifications tend to change with each cycle of software upgrade.

ELEMENT

PERFORMANCE CRITERIA

1. Locate the function in its organisational and regulatory context

1.1. Identify, review and document regulatory framework for a business function

1.2. Establish and document organisation's accountability requirements for the function

1.3. Establish business processes associated with the function from existing documentation

2. Review existing recordkeeping practices for the function

2.1. Review existing records generated by the function to identify essential contents, examine the patterns of use, and identify any new developments in processes or regulatory requirements

2.2. Identify and document risks and liabilities specific to the function from organisation's risk analysis and litigation history

2.3. Consult users who carry out the function and create and use records to identify their assessment of the adequacy of existing records

2.4. Analyse review findings to identify existing and new elements required in the records and to document these

3. Document the function's record requirements

3.1. Determine requirements for evidence in relation to the function's performance, accountabilities and risk analysis, and analyse patterns of use of records

3.2. Analyse requirements for evidence to identify all the business transactions of the function that need to be documented in the business or records system

3.3. Document criteria for identifying business transactions and procedures for applying the criteria

3.4. Determine content and structure of the records in all business transactions from the business processes, standards applicable to those processes, and review of existing records

3.5. Specify document structure and metadata for controlling the records of the business transactions, in accordance with external or organisational standards and organisational styles

3.6. Prepare and document procedures for capturing the documents, attaching metadata as required and managing the records to instruct users

Required skills

communication and negotiation skills to explain complex relationships and processes effectively to users and management, and to consult with relevant stakeholders

information management skills to analyse and synthesise documentation, verbally delivered information, and observed behaviours

literacy skills to prepare, compile and write complex documents and reports, and to document complex relationships and processes

problem-solving skills to solve recordkeeping problems.

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

AS/NZS 4360:2004 Risk management

Australian Stock Exchange(ASX) Principles of Good Corporate Governance

ethical principles

codes of practice

archives and records legislation

privacy and freedom of information

occupational health and safety

general principles and processes of records management and records management systems, such as:

systems of control

records continuum theory

mandate and ownership of business process.

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:

reporting on the recordkeeping requirements of business functions

knowledge of general principles and processes of records management and records management systems.

Context of and specific resources for assessment

Assessment must ensure:

access to an actual workplace or simulated environment

access to examples of records, recordkeeping systems and policies

access to office equipment and resources.

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 on business function recordkeeping requirements

demonstration of research undertaken to gather information on the legal, social, regulatory and organisational environment and analysis of existing recordkeeping practices

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 on records requirements for a function

oral or written questioning to assess knowledge and understanding

review of authenticated documents from the workplace or training environment

review of testimony from team members, colleagues, supervisors or managers.

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 knowledge management units.

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.

Business functions may include:

core business activities

operational activities

support activities (e.g. financial, personnel and asset management)

Existing documentation may include:

documents outlining responsibilities for recordkeeping

documents pertaining to risk management activities

existing records requirements for business functions

functional analysis or representation of the organisation

organisation's recordkeeping policy

Metadata may include:

classification data (access, functional, disposal status)

creating context data

indexing and retrieval data

unique identifiers and other registration data

Unit sector

Knowledge Management - Recordkeeping

This unit contains employability skills.