TLIT207C
Document a records system

This unit involves the skills and knowledge required to document a records system in accordance with workplace requirements. It includes identifying records creators and their accountability requirements; locating records creators in their organisational structure; identifying the activities/function documented by the records; analysing and describing the record keeping system to identify the series; describing the links between record keeping series; describing the anomalies to the normal order of the series; and documenting the records series and its relationships over time.

Application

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 document a records system in the transport, warehousing, distribution and/or storage industries.


Prerequisites

Not applicable.


Elements and Performance Criteria

Elements and Performance Criteria

Element

Performance Criteria

1

Identify the records creators and their accountability requirements

1.1

The creating organisation is identified as a public or private entity and likely sources of information about the creator are identified and assessed as relevant

1.2

The record creator is identified by establishing who or what part of an organisation created the records

1.3

Where there is more than one creator over time, all the creators are located in their organisational and chronological context

1.4

The accountability requirements and functional responsibilities of the records creators are identified from available information sources

1.5

Sources of information used in the research are identified as authentic and copies kept in accordance with organisational record keeping practice

2

Locate the records creators in their organisational structure

2.1

The nature of the jurisdiction governing the organisation is identified and described

2.2

The location and context of the records creators are described in their organisational structure and context

3

Identify the activities/function documented by the records

3.1

The actions/activities which the records are generated by, or documented, are identified

3.2

The boundaries of the activities are identified from the records and checked against a functional analysis of the organisation

3.3

The records are matched to the functions for which the records creators are responsible

3.4

Date-ranges for the records are determined from the records, supplemented where necessary from external sources

3.5

Changes to the activities/function are documented over the time period of the records

4

Analyse and describe the record keeping system in which the records are created to identify the series

4.1

Elements of the record keeping system(s) are identified from the records and documented

4.2

The records series is/are identified and documented in accordance with organisational standards and procedures

4.3

The history and context of the records system is documented in accordance with organisational standards and procedures

5

Describe the links between record keeping series

5.1

Related record series which make up the records series system are identified from analysis of the available source information and the records themselves

5.2

Predecessor and subsequent records series are described to place the series in its chronological context

5.3

Anomalies to the normal order of the series are described

6

Describe the anomalies to the normal order of the series

6.1

Anomalies which have occurred over time to the systemic order of the series are identified from analysis of the available source information and the records themselves

6.2

Any anomalies to the systemic order of the series are described and corrected in the way the records are maintained in accordance with organisational procedures

6.3

Where they are identifiable, the causes of the anomalies which have occurred over time are described

7

Document the records series and its relationships over time

7.1

Documentation is complete, including all available information and analysis results

Required Skills

REQUIRED KNOWLEDGE AND SKILLS

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

Required knowledge:

Regulations relevant to the documentation of a records system as part of a records management process

Relevant OH&S and environmental protection procedures and guidelines

Workplace procedures and policies for the documentation of a records system including policies on confidentiality and security of information and records

Focus of operation of work systems, equipment, management and site operating systems for the documentation of a records system

Problems that may occur when documenting a records system and appropriate action that can be taken to resolve the problems

Operational workflow within a records management system

Types of equipment used in the documentation of a records system 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 documenting a records system

Read and interpret instructions, procedures, information and signs relevant to documenting a records system

Interpret and follow operational instructions and prioritise work

Work collaboratively with others when documenting a records system

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 documenting a records system in accordance with regulatory requirements and workplace procedures

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 documentation of a records system

Operate and adapt to differences in equipment in accordance with standard operating procedures

Evidence Required

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 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/or equipment, and/or

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 appropriately simulated activities at the registered training organisation, and/or

in an appropriate range of situations in the workplace


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.

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 be:

paper- or electronically-based

Storage requirements may include records in various modes such as:

paper-based

computer disks and reels

CD-ROM

microfiche

film

audio

Record system documentation may include but is not limited to:

the administrative and functional context over time

the identity of the creators

the links to other related series

the record keeping system

Records may range from:

single series to multiple series in a system

complexity of records creating context (multiple changes over time)

complexity of system including anomalies and exception to system rules

multiplicity of activities

date-range and size of records series

in various formats including paper, electronic storage media, structured; free text, graphic

Hazards in the work area may include exposure to:

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

protective clothing

high visibility clothing

OH&S requirements include:

manual handling

protective clothing

elimination/control of hazards

machine isolation

machine guarding

Communication in the work area may include:

phone

fax

email/internet

barcode readers

electronic data interchange (EDI)

RF systems

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 security 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


Sectors

Not applicable.


Employability Skills

The required outcomes described in this unit of competency contain applicable facets of Employability Skills. The Employability Skills Summary of the qualification in which this competency is packaged will assist in identifying employability skill requirements.


Licensing Information

Not applicable.