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Evidence Guide: AVIP2001 - Capture records into a records keeping system

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

AVIP2001 - Capture records into a records keeping system

What evidence can you provide to prove your understanding of each of the following citeria?

Identify records to be captured

  1. Material identified and classified for registration is sorted in accordance with records keeping system procedures
  2. Activity documented by a record is identified from elements of the record in accordance with organisational procedures
  3. Area or action officer to whom the record needs to go is identified from elements of the record and staff list, in accordance with organisational procedures
  4. Material that cannot be readily identified is referred to appropriate authority in accordance with organisational procedures
Material identified and classified for registration is sorted in accordance with records keeping system procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Register record

  1. Unique identifier is selected for record in accordance with organisational procedures and records keeping system rules
  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
  3. Access and security status are recorded in accordance with organisational procedures and records keeping system rules
  4. Disposal status of record is recorded in accordance with records keeping system rules and organisational procedures
  5. Record is forwarded to its appropriate location, which is recorded, in accordance with system rules and organisational procedures
Unique identifier is selected for record in accordance with organisational procedures and records keeping system rules

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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 a record is identified from elements of the record in accordance with organisational procedures

1.3

Area or action officer to whom 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 appropriate authority in accordance with organisational procedures

2

Register 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 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 system rules and organisational procedures

Required Skills and Knowledge

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 a record is identified from elements of the record in accordance with organisational procedures

1.3

Area or action officer to whom 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 appropriate authority in accordance with organisational procedures

2

Register 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 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 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 and range of conditions 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 effectively with others

completing relevant documentation

identifying and correctly using relevant equipment

implementing work health and safety (WHS)/occupational health and safety (OHS) procedures and relevant regulations

interpreting and following operational instructions and prioritising work

maintaining security and confidentiality of material

modifying activities depending on operational contingencies, risk situations and environments

monitoring work activities in terms of planned schedule

operating electronic communications equipment to required protocol

reading, interpreting and following relevant regulations, instructions, procedures information and signs

reporting and/or rectifying problems, faults or malfunctions promptly, in accordance with workplace procedures

responding appropriately to cultural differences in the workplace

selecting and using required personal protective equipment conforming to industry and WHS/OHS standards

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

working collaboratively with others

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 range of conditions and include knowledge of:

focus of operation of work systems, equipment, management and site operating systems for capturing records into a records management system

housekeeping standards and procedures

operational workflow within 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

relevant WHS/OHS and environmental protection procedures and guidelines

site layout and obstacles

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.

Range Statement

Range is restricted to essential operating conditions and any other variables essential to the work environment.

Records must include:

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

number of simple series, form-based records (e.g. financial or personnel transactions with limited range of activities in the records)

simple records series (single disposal class in disposal authority)