Work must be carried out in accordance with regulations and workplace requirements relevant to a records management process. Work is generally performed under some supervision, within a team/group environment. It involves the application of regulatory requirements and workplace procedures to sentence records as part of record management processes in the transport, warehousing, distribution and/or storage industries. |
Not Applicable
ELEMENT | PERFORMANCE CRITERIA |
1Identify records for sentencing | 1.1 Records on which action is complete are located, removed, or copied from the active record keeping system, in accordance with organisational procedures 1.2 Records are identified from request or supervisor's instructions |
2Examine records for sentencing | 2.1 Any record on which action is not complete is returned to active record keeping system in accordance with organisational procedures 2.2 Activity, group of related activities, or groups of transactions documented by the records are correctly identified at the appropriate level in accordance with organisational procedures 2.3 Client is consulted concerning sentencing date and proposed actions for records is confirmed by client |
3Select disposal status for records | 3.1 The disposal class is identified for the record in the records authorised schedule applicable to the activity or transactions 3.2 Records are identified for further periods of retention, calculated in accordance with organisational procedures or for immediate destruction 3.3 The items identified for immediate destruction are separated from the rest of the body of records 3.4 Items which cannot be sentenced are handled in accordance with organisational disposal procedures |
4Record the disposal status | 4.1 The disposal status, disposal action and date of disposal action are recorded with the record keeping system in accordance with organisational disposal procedures and record keeping systems rules |
REQUIRED KNOWLEDGE AND SKILLS |
This describes the essential knowledge and skills and their level required for this unit. |
Required knowledge: |
Regulations relevant to the sentencing of records as part of a records management process |
Relevant OH&S and environmental protection procedures and guidelines |
Workplace procedures and policies for the sentencing of records including policies on confidentiality and security of information and records |
Focus of operation of work systems, equipment, management and site operating systems for the sentencing of records as part of a records management process |
Problems that may occur when sentencing records and appropriate action that can be taken to resolve the problems |
Operational workflow within a records management system |
Types of equipment used in the sentencing of records and the precautions and procedures that should be followed in their use |
Housekeeping standards and procedures required in the workplace |
Site layout and obstacles |
Required skills: |
Communicate effectively with others when sentencing records |
Read and interpret instructions, procedures and information relevant to the sentencing of records |
Interpret and follow operational instructions and prioritise work |
Complete documentation related to the sentencing of records |
Operate electronic communication equipment to required protocol |
Work collaboratively with others when sentencing records |
Adapt appropriately to cultural differences in the workplace, including modes of behaviour and interactions with others |
Promptly report and/or rectify any identified problems that may occur when sentencing records in accordance with regulatory requirements and workplace procedures |
Apply precautions and required action to minimise, control or eliminate hazards that may exist during work activities |
Plan own work including predicting consequences and identifying improvements |
Monitor work activities in terms of planned schedule |
Modify activities depending on differing operational contingencies, risk situations and environments |
Work systematically with required attention to detail without injury to self or others, or damage to goods or equipment |
Use a range of information technology devices including computers, radio frequency devices, electronic data exchange systems, etc. |
Maintain security and confidentiality of material |
Identify, select and efficiently and effectively use equipment for the sentencing of records |
Adapt to differences in equipment in accordance with standard operating procedures |
Select and use required personal protective equipment conforming to industry and OH&S standards |
The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required knowledge and skills, the range statement and the assessment guidelines for this Training Package. | |
Critical aspects for assessment and evidence required to demonstrate competency in this unit | The evidence required to demonstrate competency in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria of this unit and include demonstration of applying: the underpinning knowledge and skills relevant legislation and workplace procedures other relevant aspects of the range statement |
Context of and specific resources for assessment | Performance is demonstrated consistently over a period of time and in a suitable range of contexts Resources for assessment include: a range of relevant exercises, case studies and/or other simulated practical and knowledge assessment, and/or access to an appropriate range of relevant operational situations in the workplace In both real and simulated environments, access is required to: relevant and appropriate materials and equipment, and applicable documentation including workplace procedures, regulations, codes of practice and operation manuals |
Method of assessment | Assessment of this unit must be undertaken by a registered training organisation As a minimum, assessment of knowledge must be conducted through appropriate written/oral tests Practical assessment must occur: through activities in an appropriately simulated environment at the registered training organisation, and/or in an appropriate range of situations in the workplace |
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. | |
Work may be conducted: | in a range of work environments by day or night |
Customers may be: | internal or external |
Workplaces may comprise: | large, medium or small worksites |
Workplace environment may include movement of: | equipment goods products materials vehicular traffic |
Records may include: | a simple records series (single disposal class in disposal authority) a number of simple series; form-based records (e.g. financial or personnel transactions limited range of activities in the records) action that is either complete or includes sentencing that may be part of the capture process media that is paper-based, electronic or other format |
The record sentencing process is conducted as part of: | records management activities with the operator using discretion and judgement within established procedures |
Operating environment may include: | operating under supervision working as a team effort working solo a sentencing process encompassing review with team procedures ensuring consistency |
Hazards in the work area may include: | height and reach implications of storage facilities dust and vapours stationary and moving equipment, parts and materials noise, light, energy sources electrical equipment humidity, air temperature, radiant heat faulty racking poorly stacked records or boxes faulty equipment |
Personal protective equipment may include: | gloves safety headwear and footwear safety glasses protective clothing |
OH&S requirements include: | manual handling protective clothing elimination/control of hazards |
Communication in the work area may include: | phone fax email/internet electronic data interchange (EDI) RF systems barcode readers oral, aural or signed communications |
Depending on the type of organisation concerned and the local terminology used, workplace procedures may include: | company procedures enterprise procedures organisational procedures established or standard procedures |
Consultative processes may involve: | workplace personnel including supervisors and managers customers/clients suppliers and contractors union representatives industrial relations and OH&S specialists other professional or technical staff |
Information/documents may include: | job specifications and workplace operating procedures relevant Australian or international standards pertaining to records management storage specifications and requirements manufacturers specifications for equipment/tools supplier and/or client instructions codes of practice including the National Standards for Manual Handling and the Industry Safety Code relevant regulations including privacy and confidentiality requirements award, enterprise bargaining agreement, other industrial arrangements standards and certification requirements emergency procedures quality assurance standards for records management |
Applicable regulations and legislation may include: | relevant codes and regulations pertaining to records management relevant Australian Standards relating to records management relevant state/territory OH&S legislation relevant state/territory environmental protection legislation privacy and confidentiality legislation and regulations freedom of information regulations workplace relations regulations including equal opportunity, equal employment opportunity and affirmative action legislation workers compensation regulations |
Not Applicable
This unit contains employability skills. |
Refer to Unit Descriptor