CULCNM302A
Develop and apply knowledge of archives

This unit describes the performance outcomes, skills and knowledge required to apply an understanding of the difference between archives and other collections and how this affects the arrangement and management of collections.

Application

This unit applies to individuals in support roles who require some theoretical and practical understanding of the nature of archives and how they are managed.


Prerequisites

Not applicable.


Elements and Performance Criteria

1. Consolidate understanding of archival institutions and records

1.1 Review and analyse archival institutions and their programs

1.2 Differentiate between records, archives and other collection material on the basis of their respective management needs

1.3 Research records to determine their provenance, purpose and contribution to heritage, culture and evidential value

1.4 Determine risks associated with the loss of archival records

2. Develop an understanding of collection management

2.1 Discuss with relevant personnel the ways in which different elements of archive collections are managed

2.2 Evaluate how collection management needs and processes affect the role of archivists

2.3 Identify linkages between archival principles and processes and the role of archivists

3. Arrange and describe records

3.1 Research record systems and their metadata

3.2 Arrange and describe records according to archival principles

3.3 Contribute to the documentation of archival collections

Required Skills

Required skills

analytical skills to:

interpret information on archival principles, processes and programs

recognise the archival value of records

differentiate between records and archives and other collections

initiative and enterprise skills to see connections between the way collections are managed and job roles

learning skills to:

improve own understanding of collection management

reflect on and adjust own approach to work, based on improved understanding of the different elements of collections

literacy skills to read and understand information on:

records and record-keeping systems

archives and archivists

archival programs and principles

planning and organising skills to organise information collected in a systematic fashion

research skills to source information on archives, archival programs, archival principles and processes

self-management skills to:

prioritise work tasks and meet deadlines

follow workplace procedures

teamwork skills to:

discuss collection and archival issues with colleagues

work collaboratively with others

technology skills to use systems and equipment related to records management.

Required knowledge

differences between archives and other collections

general principles and processes of archival management and records management

information on the archive sector, including:

principles and processes of archival practice, records and archives

role of archivists and archival programs

key provisions of relevant legislation from all forms of government, regulations, standards and documentation that may affect aspects of records and archives, including:

AS ISO 15489 International Standard Records Management

AS ISO 16175-3:2010 Information and documentation – Principles and functional requirements for records in electronic office environments

AS5044:2002 AGLS Metadata element set

AS5090:2003 Work process analysis for recordkeeping

AS ISO 23081-1:2006 Information and documentation – Records management processes – Metadata for records – Part 1: Principles

ethical principles

codes of ethics

privacy and freedom of information

archives and records legislation

work health and safety

metadata format, use and application

systems, such as:

principles of provenance and original order

archival control systems

records continuum theory

implementing preservation programs.

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 ability to:

differentiate between records, archives and other collections

apply an understanding of archival principles, processes and programs to the arrangement and description of collection records

work collaboratively with others involved in archival management, including archivists.

Context of and specific resources for assessment

Assessment must ensure access to:

information on a variety of archives and archival programs

archive records, record-keeping systems and organisational 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 onthejob performance

verbal or written questioning to assess knowledge of archive principles, processes and programs.

Assessment methods should closely reflect workplace demands and the needs of particular client groups (consider the requirements of different age groups, clients with English as a second language, clients with disabilities, remote library users, etc.).

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

record-keeping units from BSB07 Business Services Training Package.


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.

Archival institutions may include:

businesses

commonwealth, state and local government archival institutions

community groups

in-house archives

manuscript and community libraries

museums

non-government organisations

professional and trade organisations

religious bodies

schools

universities.

Records may include:

different states of use:

active

archival

digital and stored on:

CDs

DVDs

imaging systems

mainframes

PC-based applications

remote drives

servers

physical formats, such as:

audiovisual or multimedia

graphic

microform

paper-based

variety of sources, including:

already in the custody of the collecting institution

in the process of being transferred.

Archivesmay relate to:

an organisation responsible for the care and control of archival material

building, room or storage area where archival material is kept

records that are preserved permanently because of their enduring value.

Relevant personnelmay include:

archivists

clients

collection managers

custodians

donors

historians

records managers

supervisors.

Archival principlesrelate to:

original order

provenance.

Archival processes may include:

accessioning

appraisal and disposal

arrangement and description

control systems

preservation.

Role of archivistsmay include:

access management

accessioning

acquisition

appraisal and disposal

arrangement and description

design of record-keeping systems

implementing preservation programs

outreach and public relations

records management

research.

Record systems may include:

archival control systems

business or record systems

characteristics, such as:

aggregations

content

context

metadata

structure

electronic systems

formal and informal

paper-based accumulations

storage facility systems.

Metadata may include:

classification terms

date, time and location of:

record creation

registration of record in the system

descriptions

disposal decision

identity of record creator

indexing and descriptive terms

location

record format

related entities

security and access information

unique archival identifiers for each record

unique creator identifiers for each record.


Sectors

Cultural Services - Collection management


Employability Skills

This unit contains employability skills.


Licensing Information

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.