ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

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

1

Identify range of records required

1.1

Specific information required by the user is identified from interpretation of the user request and clarified where initial request is unclear

1.2

Range of records likely to contain the information required by the user is identified from analysis of the request

1.3

Availability of the required records is accessed using appropriate finding aids and record keeping system

1.4

Where the information required exceeds own ability to meet the request, user is referred to an appropriate colleague or list of external organisation/s

2

Gather required records

2.1

Range of records likely to contain the information required by the user is obtained and analysed for the required content

2.2

Information is extracted as required and is prepared in line with the request

2.3

Specific records satisfying user requirements are gathered in accordance with organisational procedures

2.4

Records are tracked to record change in location and use by the requesting user in accordance with record keeping system rules and organisational procedures

2.5

Obstacles to obtaining specific records within the specified time are explained to the user and a revised timeline is agreed

3

Interpret and administer access rules and procedures

3.1

User requesting the record is identified and access rules and procedures category are confirmed in accordance with organisational procedures

3.2

Access restriction rules and guidelines are applied to the records requested and to match the user access category

3.3

Where access restriction rules and guidelines prevent access to the user, the decision is recorded and the user is informed of their rights to a review of the decision

3.4

Where partial access restriction is determined, the restricted portions of the records or information and the basis of the restriction are identified and documented

4

Provide information in response to user requests

4.1

Specific records or portions thereof, information and/or records are protected to prevent access as required, in accordance with access rules and organisational procedures

4.2

Requested information is prepared for the user in an appropriate format, in accordance with initial request and organisational procedures

4.3

All access rules, record preservation requirements, specified timelines and work health and safety (WHS)/occupational health and safety (OHS) guidelines are adhered to

4.4

Records retrieved and used to provide information are documented according to 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 and performance criteria on at least one occasion and include:

adapting to differences in equipment in accordance with standard operating procedures

applying precautions and required action to minimise, control or eliminate hazards that may exist during work activities

applying relevant legislation and workplace procedures

communicating and working effectively with others when providing information from or about records

completing documentation related to providing information from or about records

identifying, selecting and efficiently and effectively using equipment for providing information from or about records

maintaining security and confidentiality of material

modifying activities depending on operational contingencies, risk situations and environments

monitoring and prioritising work activities in terms of planned schedule

planning own work including predicting consequences and identifying improvements

reading, interpreting and following instructions and procedures relevant to providing information from or about records

selecting and using required personal protective equipment conforming to industry and work health and safety (WHS)/occupational health and safety (OHS) standards

using a range of information technology devices to required protocol 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 and 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 providing information from or about records as part of a records management process

problems that may occur when providing information from or about records and appropriate action to be taken to resolve these problems

regulations relevant to providing information from or about records as part of a records management process

relevant WHS/OHS and environmental protection procedures and guidelines

types of equipment used in providing information from or about records and the precautions and procedures that should be followed in their use

workplace procedures and policies for providing information from or about records including policies on confidentiality and security of information and records.