NTISthis.com

Evidence Guide: BSBRKG608B - Plan management of records over time

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

 

BSBRKG608B - Plan management of records over time

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

Determine policies and strategies for management of records over time

  1. Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources
  2. Develop strategies in the context of organisational culture, build on this, and include migration and preservation strategies
  3. Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction
  4. Determine records storage and use requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan
  5. Identify other parties who create or use records which require storage and factor these into estimates
  6. Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster
  7. Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority
Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop strategies in the context of organisational culture, build on this, and include migration and preservation strategies

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine records storage and use requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify other parties who create or use records which require storage and factor these into estimates

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop strategy and implementation plan for managing records over time

  1. Review existing internal and external documents which may impact on the transfer of custody and responsibility for records
  2. Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records
  3. Specify and document requirements for the transfer of custody, ownership and responsibility
  4. Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements
  5. Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements
Review existing internal and external documents which may impact on the transfer of custody and responsibility for records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Specify and document requirements for the transfer of custody, ownership and responsibility

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage preservation of records over time

  1. Develop records collection strategies and policies which reflect the collecting institution's strategies and directions, and potential changes in operating environments
  2. Ensure collections strategies reflect evaluation of collection use and availability of alternative formats for resource sharing and in-house collection, as well as access to records from remote sources
  3. Determine boundaries for the collection, and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions
  4. Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources
  5. Establish processes for the receipt of donations and bequests under legal deposits, policy or other directives, and review the collection in light of collection strategies, policies and disposal
  6. Initiate and respond to cooperative collection projects where mutual benefits can be gained
Develop records collection strategies and policies which reflect the collecting institution's strategies and directions, and potential changes in operating environments

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure collections strategies reflect evaluation of collection use and availability of alternative formats for resource sharing and in-house collection, as well as access to records from remote sources

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine boundaries for the collection, and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish processes for the receipt of donations and bequests under legal deposits, policy or other directives, and review the collection in light of collection strategies, policies and disposal

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Initiate and respond to cooperative collection projects where mutual benefits can be gained

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

developing and documenting records management policies, procedures and strategies

documenting a recordkeeping plan

developing strategies that ensure records are preserved

knowledge of organisational functions, structure and culture.

Context of and specific resources for assessment

Assessment must ensure:

access to an actual workplace or simulated environment

access to office equipment and resources.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

assessment of documented recordkeeping policies, procedures and plans

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

observation of presentations of reports on recordkeeping plans

observation of techniques used to preserve records

oral or written questioning to assess knowledge and understanding

review of authenticated documents from the workplace or training environment

review of testimony from team members, colleagues, supervisors or managers.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

administration units

other knowledge management units.

Required Skills and Knowledge

Required skills

communication and negotiation skills to explain complex relationships and processes effectively to users and management, and to consult with relevant stakeholders

information management skills to analyse and synthesise documentation, verbally delivered information, and observed behaviours

literacy skills to prepare, compile and write complex documents and reports, and to document complex relationships and processes

problem-solving skills to solve recordkeeping problems

research and evaluation skills to identify organisational current and historical practices, and to discern the values if information, documents and manuscripts.

Required knowledge

key provisions of relevant legislation from all forms of government, regulations, standards and documentation that may affect relevant aspects of business operations, such as:

anti-discrimination legislation

AS 1203:1996 Microfilming of engineering documents

AS 2840:1986 Microfilming newspapers for archival purposes

AS 3674:1989 Storage of microfilm

AS 4003:1996 Permanent paper

AS 5044.1:2002 AGLS Metadata element set

AS ISO 15489:2004 Records management

AS/NZS 4360:2004 Risk management

AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles

AS 5090:2003 Work process analysis for recordkeeping

Australian Stock Exchange(ASX) Principles of Good Corporate Governance

codes of practice

ethical principles

archives and records legislation

occupational health and safety

privacy and freedom of information

general principles and processes of records management and records management systems, such as:

systems of control

records continuum theory

mandate and ownership of business process

organisational functions, structure and culture

organisational policies, strategies and procedures, particularly those relating to records access and security

recordkeeping policies, strategies, functions and structures in the jurisdiction

social and cultural trends which impact on recordkeeping.

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. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Available resources may include:

financial resources

human resources

physical resources

technological resources

Organisational behaviour may include:

access arrangements

level of recordkeeping use

organisation growth

rules and monitoring of accumulation and retrieval rates

Criteria for vital records may include:

industry standards

organisational facilities

organisational policies

organisational priorities

Appropriate authority may include:

management team

reference body appointed by management

senior manager for each business function

Internal and external documents may include:

functional analyses

legislation and regulation

organisational and recordkeeping strategic plans

recordkeeping and information management system requirements

risk analyses

Documentation relevant to the transfer of ownership or custody of records may include:

jurisdictional documentation

legislative framework

regulatory framework

Requirements for the transfer of custody, ownership and responsibility may include:

agreement on price movement

completion of documentation about the transfer

physical custody arrangements

requirements of the records prior to, and post, transfer

storage and access agreements

Changes in operating environments may include:

industry developments

legislative/regulatory developments

operating environments

Boundaries for the collection may include:

appropriate match between collection policies and changing needs

mechanisms to improve and maintain data on collection use and user demand

Mutual benefits may include:

benefits to the institution's users

incorporation of awareness of local, national and international issues, standards and protocols