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.

Examples of changes which should be monitored are reorganisations, down sizing, outsourcing, amalgamations or takeovers, major legislative change or change of government.

ELEMENT

PERFORMANCE CRITERIA

1. Identify the context of the organisation

1.1. Determine and document the nature of the organisation and its jurisdiction

1.2. Establish regulatory framework specific to the organisation

2. Establish accountability requirements for creators of records

2.1. Identify creators of records by establishing all parts of the organisation which create records

2.2. Determine and document accountability requirements and functional responsibilities of the creators of records

2.3. Verify and document authentic sources used in the research, in accordance with organisational and external standards

3. Identify contextual changes over time

3.1. Map the functions generating the records and the regulatory framework governing them, to the organisational structures

3.2. Identify and document changes to the administrative and functional context over time

4. Monitor changes to organisational structures, functions and responsibilities

4.1. Monitor changes which impact on organisational structures

4.2. Review and update documentation in light of identified changes

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

administrative history and regulatory context of area subject to functional analysis

business in which area subject to functional analysis is engaged

key provisions of relevant legislation and regulations from all forms of government, national standards and other documentation that may affect aspects of business operations, such as:

anti-discrimination legislation

AS 1203:1996 Microfilming of engineering documents

AS 2840:1986 Microfilming newspapers for archival purposes

AS 3674:1989 Storage of microfilm

AS 4003:1996 Permanent paper

AS 5044.1:2002 AGLS Metadata element set

AS ISO 15489:2004 Records management

AS/NZS 4360:2004 Risk management

AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles

AS 5090:2003 Work process analysis for recordkeeping

Australian Stock Exchange(ASX) Principles of Good Corporate Governance

codes of practice

ethical principles

archives and records legislation

occupational health and safety

privacy and freedom of information

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

organisational business functions, structure, context and culture

organisational policies, strategies and procedures, particularly those relating to records access and security

technologies used in recordkeeping such as multimedia, records system packages and workflow packages.

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 thefollowing is essential:

documenting an analysis of the organisation's record creating context and the implications of changes to it in terms of records.

Context of and specific resources for assessment

Assessment must ensure:

access to appropriate documentation and resources normally used in the workplace

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 reports on the organisational record creating context

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 the record creating context

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.

Changes may include:

amalgamations or take-overs

changes in legislation or government

downsizing

re-organisations

restructuring

Documentation may include:

a finding aid

administrative history

establishment chart and functional analysis

system administrator's documentation and users' register

Unit sector

Knowledge Management - Recordkeeping

This unit contains employability skills.