Work must be carried out in accordance with regulations and workplace requirements relevant to the movement of records within a record 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 the movement of records as part of record management processes in the transport, warehousing, distribution and/or storage industries.

ELEMENT

PERFORMANCE CRITERIA

1Select records for movement

1.1 Reason for the movement is understood and clarified if necessary

1.2 Specific records to be moved are identified from the instructions and supporting documentation, and located

1.3 Records are retrieved from storage location, or flagged in the system, in accordance with workplace procedures, legal requirements, and occupational health and safety procedures

2Maintain control of records

2.1 Transfer documentation is prepared by recording the unique identifiers of the records to be moved in a form compliant with the workplace rules and procedures for the transfer of custody, ownership and/or responsibility of records

2.2 Records are prepared for movement in accordance with the requirements of their storage medium

2.3 Identifying documentation for records is retained for organisational records and a copy retained with the records themselves during transit

2.4 Where appropriate, transit locations for records to be moved are recorded in the location control system

3Transfer records

3.1 Method, timeframe and personnel to undertake the movement is determined in accordance with workplace procedures and the records requirements

3.2 The relocation of the records is documented in the location control system and other systems in accordance with organisational procedures

3.3 The movement of the records is completed and documented in accordance with workplace procedures

3.4 Proof of receipt is obtained and forwarded to the appropriate authority (where required)

REQUIRED KNOWLEDGE AND SKILLS

This describes the essential knowledge and skills and their level required for this unit.

Required knowledge:

Regulations relevant to the movement of records as part of a records management system

Relevant OH&S and environmental protection procedures and guidelines

Workplace procedures and policies for the movement 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 movement of records as part of a records management system

Problems that may occur when moving 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 movement 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 moving records

Read and interpret instructions, procedures, information and signs relevant to the movement of records

Interpret and follow operational instructions and prioritise work

Complete documentation related to the movement of records

Operate electronic communication equipment to required protocol

Work collaboratively with others when moving 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 moving 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 movement 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

Record storage may be:

centralised or decentralised

off-line or off-site

in-house or out-sourced

commercial storage service or government repository

CD storage

imaging systems

microform

audio-visual multimedia formats with special storage requirements (e.g. temperature controlled, dust-free, strict air-conditioning specifications)

The record movement process is conducted as part of:

records management activities with the operator using discretion and judgement within established procedures

Key aspects of the process may include:

request for movement may be written, verbal, computer-generated or system-generated

paper, microform or audio-visual/multimedia records may be boxed for movement

electronic records may be flagged and copied to new database for storage off-line or in new medium

Information relating to the transfer may include:

locations

dates

titles

destination

originating organisation

approving officer

who undertook the transfer

method to be used

range of record unique identifiers

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

debris on floor

faulty racking

poorly stacked records or boxes

faulty equipment

Personal protective equipment may include:

gloves

safety headwear and footwear

safety glasses

two-way radios

high visibility clothing

OH&S requirements include:

manual handling

protective clothing

elimination/control of hazards

machine isolation and machine guarding

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 the ADG Code

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

This unit contains employability skills.