Develop and maintain a classification scheme Evidence Guide

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Evidence Guide: BSBRKG503A - Develop and maintain a classification scheme

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

BSBRKG503A - Develop and maintain a classification scheme

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

Establish basis for classification scheme development

Written report on the purpose and process of classification scheme development is prepared and submitted for approval
Functional analysis is reviewed and analysed for the basis of the classification scheme
Other relevant materials and documents are reviewed for impacts on classification scheme
Capacity of the existing system(s) to handle a new/revised classification scheme is examined for impact on new/revised classification scheme
Existing classification scheme is assessed for currency and coverage
A representative sample of records are examined to confirm the extent of the existing classification scheme's implementation

Written report on the purpose and process of classification scheme development is prepared and submitted for approval

Completed
Date:

Teacher:

Evidence:

Functional analysis is reviewed and analysed for the basis of the classification scheme

Completed
Date:

Teacher:

Evidence:

Other relevant materials and documents are reviewed for impacts on classification scheme

Completed
Date:

Teacher:

Evidence:

Capacity of the existing system(s) to handle a new/revised classification scheme is examined for impact on new/revised classification scheme

Completed
Date:

Teacher:

Evidence:

Existing classification scheme is assessed for currency and coverage

Completed
Date:

Teacher:

Evidence:

A representative sample of records are examined to confirm the extent of the existing classification scheme's implementation

Completed
Date:

Teacher:

Evidence:

Develop a draft classification scheme

Broad classification groups are identified from the functional analysis
Broad classification groups are analysed and decomposed to the level required for the organisation's use
A draft classification scheme is prepared, consisting of sufficient classes and subclasses to include all of the business functions and activities being documented
The draft classification scheme's terminology is unambiguous and in accordance with organisational and industry language and terminology usage
The draft classification scheme is hierarchical and is specific to the organisation in accordance with industry standards and practice

Broad classification groups are identified from the functional analysis

Completed
Date:

Teacher:

Evidence:

Broad classification groups are analysed and decomposed to the level required for the organisation's use

Completed
Date:

Teacher:

Evidence:

A draft classification scheme is prepared, consisting of sufficient classes and subclasses to include all of the business functions and activities being documented

Completed
Date:

Teacher:

Evidence:

The draft classification scheme's terminology is unambiguous and in accordance with organisational and industry language and terminology usage

Completed
Date:

Teacher:

Evidence:

The draft classification scheme is hierarchical and is specific to the organisation in accordance with industry standards and practice

Completed
Date:

Teacher:

Evidence:

Validate draft classification scheme

Methodology for the validation process is prepared taking local imperatives and environment into consideration
Consultation with users is conducted to identify and issues, problems, inconsistencies, and/or required amendments or additions to draft classification scheme
Testing is conducted to identify any problems and inconsistencies with the draft classification scheme
Results of validation are documented throughout the validation process, ready for analysis

Methodology for the validation process is prepared taking local imperatives and environment into consideration

Completed
Date:

Teacher:

Evidence:

Consultation with users is conducted to identify and issues, problems, inconsistencies, and/or required amendments or additions to draft classification scheme

Completed
Date:

Teacher:

Evidence:

Testing is conducted to identify any problems and inconsistencies with the draft classification scheme

Completed
Date:

Teacher:

Evidence:

Results of validation are documented throughout the validation process, ready for analysis

Completed
Date:

Teacher:

Evidence:

Prepare and review classification scheme

The classification scheme is prepared from validation and research, ready for review
The classification scheme reflects the culture and operational realities of the organisation, the organisation's business language, and its foreseeable future
Negotiations are undertaken with competing interests within the organisation to ensure common understanding and appropriateness of work use and definitions
Where the existing system requires modification, this is noted and specific recommendations are prepared in accordance with organisational guidelines
The final version of classification scheme, and accompanying report, are prepared in accordance with organisational practice and Australian and international standards
Formal endorsement is sought from the appropriate individual/body through submission of the revised, amended and completed classification scheme

The classification scheme is prepared from validation and research, ready for review

Completed
Date:

Teacher:

Evidence:

The classification scheme reflects the culture and operational realities of the organisation, the organisation's business language, and its foreseeable future

Completed
Date:

Teacher:

Evidence:

Negotiations are undertaken with competing interests within the organisation to ensure common understanding and appropriateness of work use and definitions

Completed
Date:

Teacher:

Evidence:

Where the existing system requires modification, this is noted and specific recommendations are prepared in accordance with organisational guidelines

Completed
Date:

Teacher:

Evidence:

The final version of classification scheme, and accompanying report, are prepared in accordance with organisational practice and Australian and international standards

Completed
Date:

Teacher:

Evidence:

Formal endorsement is sought from the appropriate individual/body through submission of the revised, amended and completed classification scheme

Completed
Date:

Teacher:

Evidence:

Assessed

Teacher: ___________________________ Date: _

Signature: ________________________________________________

Comments:

Instructions to Assessors

Evidence Guide

The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competence for this unit. This is an integral part of the assessment of competence and should be read in conjunction with the Range Statement.

Critical Aspects of Evidence

Thorough knowledge of the organisation's functions should be demonstrated

Ability to translate elements of a functional analysis to a coherent, logical, multi-level scheme of terms appropriate to the organisational context should be demonstrated

Underpinning Knowledge*

* At this level the learner must demonstrate understanding of a broad knowledge base incorporating theoretical concepts, with substantial depth in some areas.

Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination

Organisation's functions, structure and culture

Organisation's policies and processes

Industry codes of best practice and standards in recordkeeping including functional requirements for recordkeeping

Construction and use of language generally and in the organisation

Development and use of language controls

Organisational and other business or records systems

Underpinning Skills

Analysing process functions and problems

Communicating complex relationships and processes effectively to users and management

Documenting complex relationships and processes

Consulting with practitioners, staff members, customers, and others to elicit relevant information for analysis

Analysing and interpreting organisation policies and procedures

Analysing and synthesising documentation, verbally delivered information, and observed behaviours

Using judgement and discretion with sensitive information

Negotiating to achieve suitable results for the organisation's recordkeeping practices

Researching and analysing organisation requirements for recordkeeping

Auditing and monitoring use of the business or records system

Preparing and writing correspondence for both internal and external customers

Documenting conversation details (taking minutes) and observed practices

Identifying and viewing component parts as integral elements of the whole system

Using tools and techniques to solve problems

Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities

Resource Implications

The learner and trainer should have access to appropriate documentation and resources normally used in the workplace

AS4390, ISO DIS 15489 - Draft International Standard on Records Management, legislation applying to business' records

Consistency of Performance

As classification schemes are produced only rarely, demonstrating competence in the development of one scheme should be sufficient

Context/s of Assessment

Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement

Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package

Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment

Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit

Key Competency Levels

Collecting, analysing and organising information (Level 3) - to review and analyse the range of source material prior to the development of the classification scheme

Communicating ideas and information (Level 3) - to users of the classifications scheme during the consultation process

Planning and organising activities (Level 3) - in developing an appropriate validation methodology

Working with teams and others (Level 3) - in consulting with users of the classification scheme

Using mathematical ideas and techniques (Level 1) - to undertake sampling during the validation phase of the development

Solving problems (Level 3) - presented by competing interests within the organisation

Using technology (Level 3) - throughout, to collect and manipulate data.

Please refer to the Assessment Guidelines for advice on how to use the Key Competencies