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Evidence Guide: CULCNM403A - Record and maintain collection information

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!

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CULCNM403A - Record and maintain collection information

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

Record collection information

  1. Confirm collection material to be recorded and associated timelines
  2. Handle material in a manner which ensures its integrity according to organisational access requirements
  3. Research relevant information sources to establish information for fields of information
  4. Enter data into collection records following organisational procedures and guidelines
  5. Follow legal constraints and cultural protocols regarding data protection and management
  6. Process records, applying suitable formats
Confirm collection material to be recorded and associated timelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Handle material in a manner which ensures its integrity according to organisational access requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Research relevant information sources to establish information for fields of information

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Enter data into collection records following organisational procedures and guidelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Follow legal constraints and cultural protocols regarding data protection and management

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process records, applying suitable formats

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maintain information records

  1. Update or transfer information according to organisational policies and procedures
  2. Protect confidential information and adhere to copyright requirements in the storage of records
  3. Store records safely and according to organisational procedures
Update or transfer information according to organisational policies and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Protect confidential information and adhere to copyright requirements in the storage of records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Store records safely and according to organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Improve information recordkeeping

  1. Resolve record maintenance problems within scope of own job role or refer to relevant personnel as required
  2. Seek feedback on own work performance and note areas for improvement
  3. Identify opportunities to improve recordkeeping of collection information and recommend to relevant personnel
Resolve record maintenance problems within scope of own job role or refer to relevant personnel as required

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Seek feedback on own work performance and note areas for improvement

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify opportunities to improve recordkeeping of collection information and recommend to relevant personnel

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 ability to:

access relevant information sources

enter information into records accurately

interpret and distil information for record-keeping purposes

apply collection record-keeping formats and protocols.

Context of and specific resources for assessment

Assessment must ensure:

use of current industry record-keeping systems

access to:

organisational procedures and guidelines

collection items

information sources.

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:

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

review of collection records completed by the candidate

verbal or written questioning to assess knowledge of procedures and information sources.

Assessment methods should closely reflect workplace demands and the needs of particular client groups (consider the requirements of different age groups, clients with English as a second language, clients with disabilities, remote library users, etc.).

Guidance information for assessment

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

CULCNM401A Assess the significance of collection objects.

Required Skills and Knowledge

Required skills

learning skills to keep abreast of changes to record-keeping systems

literacy skills to:

complete entries in collection records

read and interpret wide-ranging reference sources and documentation relating to specific objects and collections

numeracy skills to:

measure physical attributes of collection material

work with numerical record-keeping systems

planning and organising skills to:

identify and source information about a wide range of collection items

verify integrity of information sources

self-management skills to:

follow workplace procedures

prioritise work tasks and meet deadlines

seek expert advice as required

teamwork skills to:

respond appropriately to constructive feedback on own work performance

work collaboratively with others

technology skills to:

apply bar coding

use automated record-keeping systems to enter and retrieve records.

Required knowledge

copyright, moral rights, intellectual property and privacy issues and legislation relevant to keeping records of collections

current industry record-keeping systems

ethical and cultural issues that impact on collection recordkeeping, including those for Aboriginal or Torres Strait Islander material

handling procedures and identification techniques for collection material

information sources relevant to collections

organisational procedures and guidelines for collection recordkeeping

principles of access and accountability in collection recordkeeping

sources of curatorial and conservation advice.

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.

Collection material may relate to:

art

aspects of the natural environment

built heritage

ceremonies, such as:

dance

music

cultural heritage

heritage resources

history

living styles

materials with a cultural or spiritual significance

plants and animals

science.

Relevant information sources may include:

internal sources

internet

libraries

local community members

print or electronic media

subject matter experts

texts and references.

Fields of information may include:

acquisition method

collection numbers

condition

conservation requirements

copyright holder

cost

date of accession

exhibition or display history

history and provenance

insurance details

loan information

maintenance costs

physical description

references relevant to the material

reproduction history

significance, such as:

cultural

historical

scientific

social

technical

source details, such as:

artist

collector

dealer

donor

maker

original location

storage location

unique identifier

value.

Collection records may be required for:

acquisition and disposal

assessing significance

audit

cataloguing

condition monitoring

conservation specifications

copyright issues

exhibitions

financial reporting

indexing and retrieval

loans

numbering, location and movement control

pro-formas

reproduction conditions

research

valuation.

Organisational procedures and guidelines may include:

authority to add, delete and update:

fields

format

permissions

record control

type of records.

Legal constraints and cultural protocols may relate to:

copyright

intellectual property

item-specific cultural protocols

moral rights

privacy

social and spiritual issues.

Formatsfor records may relate to:

access

documentary

electronic

film and video

hard copy

photographic

retrieval

sound recordings.