ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Identify records to be captured

1.1

Material identified and classified for registration is sorted in accordance with records keeping system procedures

1.2

Activity documented by the record is identified from the elements of the record in accordance with organisational procedures

1.3

Area or action officer to which the record needs to go is identified from elements of the record and staff list in accordance with organisational procedures

1.4

Material that cannot be readily identified is referred to the appropriate authority in accordance with organisational procedures

2

Register each record

2.1

Unique identifier is selected for record in accordance with organisational procedures and records keeping system rules

2.2

Record is registered into records keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements in accordance with organisational procedures

2.3

Access and security status are recorded in accordance with organisational procedures and records keeping system rules

2.4

Disposal status of the record is recorded in accordance with records keeping system rules and organisational procedures

2.5

Record is forwarded to its appropriate location, which is recorded, in accordance with records keeping system rules and organisational procedures

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements, performance criteria on at least one occasion and include:

adapting to differences in equipment in accordance with standard operating procedures

applying relevant legislation and workplace procedures

communicating and working effectively with others when capturing records

completing documentation related to capturing records

identifying, selecting, and efficiently and effectively using equipment for capturing records into a records management system

maintaining security and confidentiality of material

monitoring and prioritising work activities in terms of planned schedule

operating electronic communications equipment to required protocol

reading, interpreting and following instructions, procedures and information relevant to capturing records

reporting and/or rectifying identified problems promptly, in accordance with regulatory requirements and workplace procedures

using a range of information technology devices including computers, radio frequency devices, electronic data exchange systems

working systematically with required attention to detail without injury to self or others, or damage to goods or equipment.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements, performance criteria and include knowledge of:

housekeeping standards and procedures

operational workflow within a records management system

operational work systems, equipment, management and site operating systems for capturing records into a records management system

problems that may occur when capturing records and appropriate action that can be taken to resolve these problems

regulations relevant to capturing records as part of a records management process

types of equipment used in capturing records into a records management system and the precautions and procedures that should be followed in their use

workplace procedures and policies for capturing records into a records management system including policies on confidentiality, and security of information and records.